How to write a professional business email
This post came about after one too many poorly written emails landing in my inbox. Now I’m not super picky - a typo here and there, a grammar mishap, it happens to all of us. What I’m getting at is emails that come through that don’t follow standard conventions and practices and are pretty much blunt and rude even though it is not usually the intention.
Here are my 9 rules for writing an email that is professional and fosters positive interpersonal relationships.
It is not a text message - greetings and full sentences are a given not a bonus. If you’re like me, you might answer lots of email on your phone. If it becomes a bit of a chat feast that’s ok but the first email should be nice and professional. I like to take the other persons lead on this one.
Value the recipients time - if you are getting something from the person don’t act as if you are doing them a favour. For example; ‘this meeting has to finish by 12pm as I have another commitment’. Try; ‘Will an hour be enough time to cover everything?’
Pay attention to tone - this is so important. Think about the messages you get and you’re left wondering what the person is trying to say. Are they having a go at you? Your word choice and how you put your sentences together can change the entire vibe of the email.
Avoid negative language - this flows on from above, for example; ‘there are many items wrong in the report’ versus ‘I’ve made some notes regarding suggested changes to the report’. Negative language can change the entire tone of the email and by rephrasing the same information you can build a positive relationship rather than animosity and resentment.
Be timely - if there’s a gap between your response, don’t assume that the person can still attend a meeting in two hours time. Something like; ‘Sorry for the delay, if the 11am appointment is still available that would be great’.
Be professional - use the persons name, avoid emoticons and excessive exclamation marks. If you feel the email needs these to sound positive go back and review your word choices instead.
Organise the information - after the greeting and ‘hope you are well’ formalities, lead with the most important details first. ‘I have attached the monthly sales report for your review.’ Then summarise any note worthy findings.
Give them all the information- think about what questions might pop up as a result of your email and include them. For example; ‘you can upload the video directly, I have attached some further instructions on how to do this’. Also saves you the pain of going back and forth.
Proofread - don’t just type it up and send it off. Check recipients are correct, make sure the subject is relevant and appropriate, check for errors and then you can hit that send button.
What’s the worst email you’ve ever received?
