Prompt Proofing Blog Post: Writing Business Emails, Part 2
VANCOUVER, BC, May 27, 2011 /24-7PressRelease/ -- Here are the last five of 10 tips to make your emails more effective (click here for Part 1).
1. Rule number 6 - Be professional
Unless you know the person extremely well it is always better to be respectful and professional, both in tone and in your form of address. "Hi guys" is too informal for a business situation (most of the time).
2. Rule number 7 - Be friendly
Despite Rules 2 and 6, there is generally a need for some courteous or friendly remark. An email that is 'strictly business' with no friendly introduction or closing comes off as officious. Open with a quick greeting and close with an upbeat remark that personalizes your message and leaves the recipient with a pleasant feeling. "Have a good weekend" or "Hope you get time to enjoy the sunshine today" can work well.
3. Rule number 8 - Ensure all essential information is included and is correct
This is really an extension of rule number 1. If your email contains dates, times, directions to a meeting place, dollar amounts and names of people or places, make sure these are accurate, correctly spelled and unambiguous. "We will meet at 7:30" may be clear to you but does your recipient understand that you are talking about an early breakfast meeting, or do they plan to turn up at 7:30 in the evening? Likewise avoid 'tomorrow' or 'yesterday' - use the actual day / date instead. Your email may not be read immediately and it may not be clear exactly when 'tomorrow' is!
Including prices in emails can also be misleading. "The cost is $30, with a 20% discount." Does this mean the cost is $30 AFTER the discount (original price $37.50)? Or are you offering 20% off the $30 price (so the price is actually $24)? Avoid ambiguity!
4. Rule number 9 - Use a signature file
Ensure your email is not only professional and businesslike but that your recipient has all the contact information they need by including a signature file. This should include your job title, company and full contact details by email, phone and website address.
5. Rule number 10 - Don't be hasty
Despite the advantages of quick messages and quick responses, avoid the temptation to be too hasty. Never write an email when you are angry, you will almost certainly regret it. Remember words written in emails cannot be retracted, in fact emails are admissible in courts of law. Take time to reflect on your best response and put nothing in writing that could come back to haunt you.
Remember the rules above and your emails will always be well received and, in all likelihood, quickly and courteously responded to.
Check back next Friday for another Prompt Proofing blog post!
About the Author
Pat Wootton is originally from England and is a former high school English teacher. Having spent many years in the Caribbean, where she raised her family, she now lives in Vancouver, BC. In addition, she has taught English as a Second Language (ESL) for several years after earning a diploma in Teaching English to Speakers of Other Languages (TESOL) from the University of British Columbia. She now owns and runs Prompt Proofing, a copy editing and writing service that caters to both individuals and businesses.
About Prompt Proofing
Prompt Proofing is based in Vancouver, BC, Canada and was officially launched in 2010 by a team of editing and writing professionals who have over 40 years of experience in the education, news media, public relations and recruitment fields. Prompt Proofing prides itself on affordable services delivered with fast turnaround times, without sacrificing quality or accuracy.
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