1. Understand the Purpose:
Before diving into writing an email, it is crucial to understand its purpose. Whether you are reaching out to a potential employer, a colleague, or a business partner, clarifying your intention will set the foundation for a well-structured message. Identifying the purpose will also help you determine the appropriate tone and level of formality to use in your email.
Example: Job Application
Subject: Application for Digital Marketing Internship
Dear [Hiring Manager’s Name],
I hope this email finds you well. I am writing to express my keen interest in the Digital Marketing Internship position at XYZ Company, as advertised on your website. As a recent graduate with a degree in Marketing and a passion for digital strategies, I believe my skills align perfectly with the requirements of this role. I would greatly appreciate the opportunity to contribute to XYZ Company’s marketing efforts and gain valuable experience in the industry.
2. Use a Clear and Concise Subject Line:
The subject line acts as the first impression of your email and determines whether it will be opened and read promptly. A concise subject line that accurately summarises the content of the email is essential. Avoid vague or ambiguous subjects, as they may cause confusion or lead to your email being overlooked.
Example: Collaboration Request
Subject: Proposal for Social Media Partnership
3. Be Mindful of Email Length:
4. Structure Your Email Effectively:
A well-structured email ensures that your thoughts flow logically and that your message is easily understood. Begin with a polite greeting, introduce yourself if necessary, state the purpose of the email clearly, and conclude with a courteous closing. Consider using headings or subheadings to organise your email and guide the reader’s attention.
Example:
Dear [Colleague’s Name],
I hope this email finds you well.
Introduction:
I wanted to discuss a potential collaboration opportunity with you regarding our upcoming project.
Background:
We have recently received positive feedback from our stakeholders, and we believe that joining forces would create a mutually beneficial partnership.
5. Choose Your Words Thoughtfully:
6. Proofread and Edit:
7. Etiquette:
As mentioned earlier, email language differs slightly from text messaging. When responding to an email or referring to a previously mentioned issue, you may begin the body of your email after the salutation with “in reference to XYZ…”. You will also refer to attached files in an email with “Kindly find attached/ find attached/ attached are XYZ for…”. If your email covers just the brief of the subject matter and you would like to suggest a phone call or availability for further discussion, you may leave that in the conclusion as well for follow-up discussions.
Here are some additional tips for writing formal emails:
- Use a professional greeting, such as “Dear Mr./Ms. Recipient Name” or “Hello Recipient Name.”
- Use a clear and concise subject line that accurately reflects the content of your email.
- Use proper grammar and punctuation.
- Avoid using slang or informal language.
- Proofread your email before sending it.
Conclusion:
Writing clear and concise emails is a skill that can significantly enhance your professional communication. By understanding the purpose, using a clear subject line, being mindful of length, structuring effectively, choosing your words thoughtfully, and proofreading diligently, you can create impactful and engaging emails that leave a positive impression. Remember, effective communication is a key ingredient for success in both personal and professional endeavours.
Whether you are applying for a job, seeking collaboration, or reaching out to a potential client, mastering the art of email writing will undoubtedly boost your chances of achieving your desired outcomes.
