Emailing Etiquette: How to Write Professional and Effective Emails
Emails have become a crucial communication tool in our daily lives, both in our personal and professional spheres. In fact, we spend an average of 5 hours a day checking our emails.
Therefore, it is important to know the email etiquette that will help you communicate effectively and efficiently. In this article, we will explore five essential elements of emailing etiquette that will help you craft professional and effective emails.
1. Paying attention to the time of day
Email usage patterns vary for different individuals and organizations.
However, academic and industry research has shown peak hours of email usage. In general, late morning and early evening are the most effective times to send emails.
You may be wondering why it is important to send emails at specific times. The reason is that it enhances the likelihood of your email being read and acted upon.
The recipient is more likely to be at their desk, in the mood to work, and motivated to answer. Therefore, always take the recipient’s schedule into account when sending your email.
2. Being short and sweet
One of the essential elements of effective emailing etiquette is to keep the email short and to the point.
The goal is to communicate your message as clearly and efficiently as possible in a few words so that the recipient can save time and you get a prompt response. Use short sentences and make sure you get straight to the point.
Avoid irrelevant details or stories that may waste your recipient’s time. If your email is too long and detailed, the recipient may feel overwhelmed and may not respond to your email at all.
3. Being clear about what you’re asking for
Your goal when sending an email should always be to elicit a specific action from the recipient.
For example, you may be sending an email to your manager to request a promotion or sending an email to a potential lead to schedule a meeting. In either case, make sure your request is clear and polite.
It’s easy to get lost in email jargon, and it can be confusing to the recipient. Therefore, simplify your email by asking for what you want directly.
4. Make it about them
It’s easy to forget that not everyone shares the same interests as we do.
Therefore, one of the essential elements of professional emailing etiquette is to make your email about the recipient, not you. One of the ways to do this is by asking for help politely.
For example, Instead of saying, “I need your help,” you can say, “Could you do me a favor and let me know your thoughts on this matter?” This is an easy way to make the recipient feel like they’re making a difference, and it helps you achieve your goal too. 5.
Subject lines matter
The first thing a recipient sees when they receive your email is the subject line. Therefore, it is important to have a clear and relevant subject line.
A generic subject line like “Hello” or “Greetings” will not make your email stand out from the dozens of other emails in the recipient’s inbox. Instead, opt for a specific subject line, such as “Meeting on Friday” or “Interview Request.” This helps the recipient know what to expect from the email and encourages them to prioritize your message accordingly.
Importance of Personalizing Emails
Now that we’ve explored the essential elements of professional emailing etiquette, we need to discuss the importance of personalizing your email. Personalizing your email is not just acknowledging the recipient’s name; it involves using relevant information to make your message more relevant and relatable.
1. Avoiding generic subject lines
As discussed earlier, generic subject lines are a no-no when it comes to professional emailing.
But, it is also important to personalize your subject line according to the recipient. If you’re sending an introduction email to a potential client, mention the company or industry they work in.
This will show them that you took the time to learn about them and increases the likelihood of them reading your email. 2.
Providing Personal Details
When it comes to personalized emails, providing personal details is one of the most effective ways to show the recipient that you’re invested in them. For example, you can mention a recent event or article related to their professional or personal life.
If you’re introducing two people, mention why you think they would be excellent connections. This is a great way to provide value to both parties and it encourages them to connect.
Another approach you can take is an off-the-wall approach. You can make your email more memorable by mentioning a personal hobby or interest that is relatable to the recipient.
This will encourage the recipient to respond in kind, and it sets the conversation on a more personable note. 3.
Being pleasantly persistent
Sometimes, even after following all of the emailing etiquette and personalizing your emails, you may not get a response from the recipient. That’s when you need to be pleasantly persistent.
Sending follow-up emails is a great way to ensure that your email has been received and that there’s a definitive answer. Follow-up emails can be sent as a reminder or as additional information.
However, ensure that there’s a gap of at least 48 hours between sending reminders. When sending reminding emails, show appreciation, and be polite.
Show them that you’re willing to work together and provide value to both parties. This approach is a great way to show persistence without being pushy.
Conclusion
In conclusion, emailing etiquette is essential when it comes to communication in modern society. By following the above tips, you can create emails that are not only professional but effective.
The importance of personalizing your emails should not be underestimated, as it shows the recipient that you’re invested in them and that you’re not just spamming them with irrelevant information. By following the emailing etiquette, personalizing your emails, and being pleasantly persistent, you can make sure your emails are read and acted upon by the intended recipient.
Effective emailing etiquette is crucial in today’s fast-paced and highly connected world. Some key elements of professional and effective emailing etiquette include paying attention to the time of day, being short and to the point while expressing clear goals, making emails about the recipient, using specific subject lines, and personalizing emails with relevant information.
Being pleasantly persistent and polite can also be productive in the process of following up with recipients. Proper emailing etiquette not only impacts the read and response rate, but it also reflects your professionalism, friendliness, and consideration.
Overall, it is important to keep these best practices in mind to ensure that your emails stand out, are effective, and reflect positively on you and your organization.