Most of us in the business world use emails as the main, and in some cases the only, means of written communication. So, here are some general tips to ensure your business email writing skills are pro level.
While most of us are happy to write informal emails to friends that might have grammatical mistakes in them, the same is not true when writing to businesses, colleagues and clients with whom we want to make a good impression. So ensure all these tips are followed when you write your next email.
Always Write a Subject Line
Always have a subject line that summarizes briefly and clearly the contents of the message. (Example: Re: Summary of Our Meeting with ABC Inc.). Subject line has the power to get your business email opened and read or just get deleted even without opening. Therefore, take care in writing a good subject line.
Simplify Sentences
Don’t make your email look overcrowded by trying to use too many technical terms or long words. It is good to use complex and compound-complex sentences, but ensure that they are easy to understand.
Also Learn : How to Take Care of Formal Shoes?
The most common mistake that many of our students make is to translate directly from their own language. This can often lead to confusing sentences. A popular rule that you could adapt is to use the KISS Test – Keep It Short and Simple.
Who Is Your Reader?
Is it a colleague, a client or your boss? Should the email be informal or formal? Most business emails these days have a neutral tone. Note the difference between Informal and Formal:
Informal – Thanks for emailing me on 15th February
Formal – Thank you for your email dated 15th February
Informal – Sorry, I can’t make it.
Formal – I am afraid I will not be able to attend
Informal – Can you…?
Formal – I was wondering if you could….?
Some emails to colleagues can be informal if you have a long working relationship and know them well. This is the style that is closest to speech, so there are often everyday words and conversational expressions that can be used. For instance, ‘Don’t forget’, ‘Catch you later’, ‘Cheers’.
The reader may also accept or overlook minor grammatical errors in informal emails. However, if the business email is going to a client or senior colleague, bad grammar and an over-friendly writing style will most probably not be acceptable.
Take Care of Capital Letters, Punctuation, Spelling and Basic Grammar
While these can be tolerated in informal emails, they are very important in business emails as they are an important part of the image you create. Give yourself time to edit what you’ve written before you push that Send button.
In today’s busy world, it’s very easy to send out many emails without checking them thoroughly: as an English learner, you should make a conscious effort to double check before sending.
How Direct or Indirect Your Business Email Needs to Be
In some cultures, it is common practice to be very direct in email correspondence. However, this can cause a problem if you’re writing to someone in another country and in a language that is not your mother tongue. They might find your directness rude and possibly offensive.
Consider these:
Direct – I need this in half an hour.
Indirect and polite – Would it be possible to have this in half an hour?
Direct – There will be a delay
Indirect – I’m afraid there may be a slight delay.
Direct – It’s a bad idea
Indirect – To be honest, I’m not sure if that would be a good idea.
By adjusting your tone, you are more likely to get a positive response from your reader.
Use Positive Words
The words you use show your attitude to life, so choose your words wisely.
Look at these words: helpful, good question, agreed, together, useful, I will do my best, mutual, opportunity.
Now look at these: busy, crisis, failure, forget it, I can’t, it’s impossible, waste, hard.
Also Read : Sweden’s Blood Bank Texts You Whenever your Blood Saves a Life
Get Feedback
Try and get some feedback on the emails that you write. This could be from your English Teacher or someone you know whose English is at a good level.
Study the English in any emails you receive. If it is a well-written email, look carefully at some of the language used. Start your own phrase book by collecting a bank of phrases from what you hear or read all around you; they may be useful in the future.
How do you Ensure Your Business Email Writing Skills Are Pro Level? Share and Comment them on Aicrow.