A well-structured and correctly written professional email is very well regarded within organizations. In general, managers look for talent who care about their personal image, as well as that of the company, without losing sight of certain formalities in the communication process.
It is clear that social networks, widely used by modern companies today, allow this process to be faster and more dynamic, but still yes, e-mail continues to be a very efficient medium in the business world, although many professionals have doubts and make mistakes when it comes to send it.
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Because the contact is not direct, you need to be very careful with the words and placement of sentences. A small mistake can create the impression that you are an overbearing or careless professional.
So that you are not subjected to this situation and know what to do when you have to send an email in your work environment.
The first care you need to take is choosing the subject of your email. This field must always be filled in, regardless of the recipient. Preferably choose a title that introduces your reader to what will be said in the body of the email. Avoid expressions like: “urgent” or “attention”, on the contrary, seek objectivity and clarity.
In the opening sentence, address the main topic of your email. Avoid any kind of suspense before getting to the main point. Know that hardly a reader will be interested in reading your e-mail until the end to find out what the surprise in your e-mail actually is. So always be objective.
What subject do you want to address? What kind of message do you want to get across? Regardless of your intentions when sending an email, try to be clear and choose your words well. Keep in mind that the effect your email will have on readers depends on the words you use to introduce it. Try to get straight to the point and make the subject clear. Say right away what you need.
Avoid as much as possible to send an email written in capital letters, unless your intention is to appear rude to your reader. This type of resource conveys the impression that you are shouting, being authoritative or rude, which can damage your professional image and even compromise the meaning of your message.
Try to use appropriate language that is easy for your reader to understand.
Overly informal language, slang and abbreviations may be considered unfamiliar expressions for some people.
What can happen is a huge noise in communication and the difficulty of reaching an agreement.
When rephrasing your email, try to write it briefly and clearly. If your message is too long, it can generate the reader's disinterest and he will not read until the end. If you wrote more than three paragraphs, try reading it again to summarize the idea or insert an attachment with the complete subject.
When sending a professional email, do not forget, under any circumstances, to ask “please” or to say thank you. When using these words, be sincere, because it is possible to understand, in the general context, if you are being ironic or mocking.
Another suggestion is to present a signature with your full name and contact information at the end of the email, which includes your work address, phone number and extension. This data will facilitate a more direct communication with you, if necessary.
After writing your email, review it carefully. You may have missed something that at first seemed normal, but could be seen as sloppiness or lack of interest in business from your reader's point of view.
People who care about giving immediate feedback are more interested in the work process. No matter what the subject, give feedback to your reader. If more time is needed to respond adequately, please send an email to explain why.
