January 26th 2024.
When this article was first published on August 18, 2016, it raised the point that while email is often seen as a more casual form of communication, it is important to maintain a level of formality when using it for business purposes. As a public relations professional, I have learned from experience that it is crucial to err on the side of formality when reaching out to someone for business.
There are a few key things to keep in mind when communicating via email. First and foremost, always pay attention to spelling and grammar. While we may be used to using abbreviations and shorthand when texting or emailing within our office, this is not appropriate for professional emails. It is important to check for spelling, grammar, and punctuation errors, as shorthand and abbreviations may not be taken seriously in a business setting. Presenting yourself as intelligent, professional, and to be taken seriously through your email communication is essential.
Another important factor is to include a clear and concise subject line. With inboxes overflowing with messages, it is easy for a vague email without a subject to get lost or overlooked. By including a subject line, you make it easier for the recipient to understand the purpose of your email and increase the chances of it being read and replied to.
When addressing the recipient, always use their name. As someone who receives many business emails, I appreciate when the sender takes the time to find out my name and addresses me personally. Emails that begin with a simple "Hi" or "To Whom It May Concern" can come across as impersonal and show a lack of effort on the sender's part. By using the recipient's name, you show that you have taken the time to do some research and personalize your communication.
Having a proper sign-off is also important. I recommend setting an automatic signature that includes your name, job title, company, phone number, email address, and any other relevant information. This is especially important when communicating with someone new, as it allows them to better understand who you are and how to get in touch with you. By providing your contact information and even links to your social media accounts, you give the recipient multiple ways to reach out and learn more about you and your company.
While it is important to maintain a level of professionalism in your email communication, don't be afraid to add some warmth and personality. Emails can often come across as impersonal and robotic, so it's important to inject some emotion and personality into your writing. If something excites you, feel free to use exclamation marks. This shows that you are a friendly yet serious businessperson and can leave a positive impression on the recipient. Just be mindful not to overuse punctuation.
It's also important to consider the relationship you have with the person you are emailing. If you have an established business relationship and have developed a good rapport, it may be appropriate to have a more casual email exchange. Remember, being formal doesn't mean you have to be unfriendly. Don't be afraid to use exclamation marks or even a smiley face if it feels appropriate for the situation.
Leila Lewis, the founder of Be Inspired PR, started her career in publishing before launching her own public relations agency in 2007. She works closely with wedding and lifestyle brands, helping them with marketing strategies, corporate image rebuilding, securing media placements, and booking new business. Leila is also a mentor in BusinessCollective, a virtual mentorship program for ambitious young thought leaders, entrepreneurs, executives, and small business owners.
In conclusion, by paying attention to spelling and grammar, including a clear subject line, addressing the recipient by name, using a proper sign-off, and adding warmth and personality to your emails, you can ensure that you are sending the perfect email every time. These tips are especially important to keep in mind when using email for business purposes. Remember, first impressions are everything, so make sure your emails are professional, yet personable.
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