Want to compose emails that showcase your professionalism, enhance your connections with clients and coworkers, and make excellent impressions? It’s a lot easier than you might think! Here are three simple ways to keep your email in top form:
- Be mindful of abbreviations. U R GR8, but a message full of textspeak is not so great. Including text message shorthand in an email is a surefire way to seem unprofessional. Use full words, and be sure to capitalize and punctuate correctly. You don’t need to cram your content into 140 characters! While you’re at it, scan your email for jargon or terminology your recipient may be unfamiliar with. A clear, well-written email lets your recipient know you care, so take advantage of this easy opportunity to make a good impression.
- Include a connection-maker. If you know a bit about your recipient, add a personal touch (“How was your son’s soccer tournament?” “I hope your vacation was wonderful! Welcome back!”). If not, ask a basic getting-to-know-you question (“How’s Wednesday treating you?”), or throw in a well-wish (“I hope you have a relaxing weekend!”). A few thoughtful words will help your email stand out, and brighten your recipient’s day to boot.
- Proofread! Don’t click the Send button without giving your email the once (or twice, or three times) over. Spellcheck is your friend, but it won’t catch everything. When proofreading, look for homonyms such as there and their, its and it’s, and make sure you’re using the right words in the right places. Take care to spell names and company names correctly, especially your recipient’s name — a misspelled name can be a tough gaffe to recover from. Triple check any phone numbers, physical addresses or email addresses included in your message to ensure your recipient has the correct contact information. Need a little proofreading help? Try reading your email backwards, reading it aloud, or asking a coworker to look it over for you.