Believe it or not, Email has become one of the most important forms of communication in professional life. No matter who is just ‘a call away’ people will still mail and keep track of their work on email. Whether you’re writing to a colleague or to the CEO, the email can either make or mar your pitch. Moreover, it is a difficult task to draw attention and motivate busy people to have a look and respond to your message.
There are several factors that make an Email effective- the anatomy, the language, subject, highlights, opening message, closing message, etc. In this article, we will discuss how to frame your subject, body and closing remarks and what are the common mistakes to avoid.
The subject line is the most important part of the email as it’s the first thing that the reader will notice and decide whether to open it or not. Spend double the time framing up the perfect subject line than you would spend on drafting the mail body. Avoid using cliches like ‘Hi’ and ‘You wouldn’t want to miss this’ in the subject line as it will immediately land the email in the spam folder.
The main body talks about the purpose of the mail. Don’t do the mistake of making it long with an intention to cover up all points and leave no room for doubts. If the reader has hundreds of emails every day in his inbox, he will just skim through the mail, or worse, just close it again. Remember- keep your email short and concise. Talk about the most important details because if the reader wants to know more he can get back to you anytime. Another important thing while writing the mail is to remember that you shouldn’t sound too friendly or too formal. Read the email again and ask yourself if it sounds like you’re talking to a professional person when you meet them? If yes, then go ahead with it.
Write a friendly sign-off and mention your name and contact details. You can even provide the link of your blog or website in the closing line. Some of the commonly used closing lines are thanks, best, regards, sincerely, best wishes etc.
Other important factors to remember while writing an email is that you should avoid using cliches and repeating the same words. Committing any of the mistakes is a cardinal sin as it can make the reader tune out. And you wouldn’t want that, right?
Some of the most commonly used cliches are- thank you in advance, sorry for the late reply, to whom it may concern, per our conversation etc. Do not repeat the same words in the same line or paragraph. Try to find it’s synonyms or alternatives. According to a report by Grammarly, some of the most commonly repeated words are only, account, like, issue, information, request, order and report.
In a nutshell, whether it is to draw attention, put across a message or crack a deal, just strike the right tone and remember- YOUR EMAIL MATTERS!
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