When it comes to your professional life, what is the one communication skill you use the most?
Email writing, right. In this article, you will learn:
How to write an email, how to present your email thoughtfully and how to give the right amount of information in the right way so that the receiver will be able to read your message easily.
What key points do we need to keep in mind before writing an email?
The Subject Line
Have you ever wondered what makes you read the story? What makes you care enough to click on an article or open an email that lands in your inbox? The subject line, right? if you want to grab the attention of your desired recipient, you need to write a proper, professional subject line that must contain 6 to 8 words.
Here are a few examples of Subject line that you can use according to your purpose:
Request for an appointment, Request for collaboration, Request for guidance, A note of thanks, Request for inputs, etc.
So, how do you pick a proper salutation? The first step is thinking about your recipient – Who is this person? Why am I writing to them?
Here are a few examples of greeting you might use for your specific recipient:
Respected –> For an official, who is senior to your age, professor, etc.
Hello –> For a less formal probably the younger ones or your friends.
Starting with just the recipient’s name or using ‘Dear’ may seem too casual.
You can simply use “Trust you are doing well” or “Greetings”.
Body of the email
The body text is the main part of your email. It is important to follow a certain pattern when writing the body of your email.
Before writing an email, you should know who you are writing a mail to, as an artist you can write emails to Independent artists, galleries, professors, etc.
The opening paragraph should set the tone and reason for your email. Introduce yourself if you are a stranger to the person you are writing to, and jot down why you are writing to them.
Make your purpose clear early in the email, and then move into the main text of your email. Remember, people want to read emails quickly, so keep your sentences short and clear. You’ll also need to pay careful attention to grammar, spelling, and punctuation so that you present a professional image of yourself.
Use a spell checker
Most email programs have this option, so make sure you use it before sending the email.
Or if your email program doesn’t offer English spell checking, you can add an extension like Grammarly to your browser and use it anytime you’re writing anything.
Pay attention to punctuation
Start each sentence with a capital letter. Be sure to put periods or other appropriate punctuation at the end of each sentence.
It’s a small detail, but it can help to make a positive impression.
Read your email personally before sending it
Try to read the text of your email out loud. First of all, that will help you work on your pronunciation, which is always nice. Second, it can help you see and hear mistakes in grammar.
It also helps you understand how your email “flows.” If it’s too long or complicated to read out loud, then you should probably make it shorter and clearer.
Put spaces between paragraphs
If you don’t do this, you’ll end up with a huge block of text. Just hit the “Enter” key twice between paragraphs. It’s much easier to read.
Do not use slang words
Avoid making jokes, using slang words or saying things that seem informal.
In your email introduction, the sign off is as important as the actual email introduction. Try picking something similar to the greeting – very formal or just official enough depending on your recipient.
A few Sign off examples:
Best and Regards, then your name and contact number.
Now, let’s put all these tips into practice!