Emailing is one of the most universal ways of business communication today. Yet, are the emails we send effective? In my role as a Credentialer for a healthcare staffing firm, I utilize email to gain information needed for our candidate’s employment. This is something that needs to be done not only in a timely manner, but also accurately. How do you go about writing an effective business email?
Learning to write an email effectively gives and gets the information one is looking for is a skill that we all can use. Here are 4 tips that I advise using when emailing with your employer.
4 Ways to Write a Great Professional Email
Tip 1.) Always Use the Subject Line
The subject helps you get the attention of the person you are emailing. Using this line to say what the email contains, and whether there is a deadline is beneficial. Also, if a subject line is empty it could send your message to the recipients Spam folder. Be sure that the subject is short, informative, and truthful. It should always pertain to the content of the email to leave a good impression on the reader.
Tip 2.) Use a Professional Salutation
Don’t just jump right into the content of your email. Be sure that you include a professional greeting such as, “Hello Bob” or “Dear Betty”. This assures the reader that you intended the email for them specifically. Avoid being too personal in your salutation. Openers such as “Hey Bob” or “To Whom it may concern” can set the wrong tone for a professional email.
Tip 3.) Use a Concise Message
Start by making sure you outline the purpose of the email. Are you seeking documents, asking a question, or delivering a message? Keep the body of your email short and to the point while remaining positive with your content. Be sure to outline in detail if any follow up is required, or if the email is just to deliver information. Always re-iterate any time sensitive material, and be clear about the expectations you are setting.
For example, if you need a response within 24 hours do not say, “please respond at your earliest convenience”. To clearly communicate a response time try, “I will need your response before Wednesday, 3/15/17, at noon to get this done for you.”
Tip 4.) Always Use a Signature
Closing your email with a reminder and a salutation is a good way to recap. Provide your information to the reader in a personalized signature. Include your name, title, and contact information to make replying to your email as easy as possible.
These are four easy tips to make sure your emails are constructed in a way that is clear to the reader. Be sure to read through all emails before clicking the send button to check for spelling, punctuation, and clarity. Emailing is a great tool to use for communicating in the business world, so be sure to use it effectively.