Email and texting are not one in the same. As a business owner it’s crucial to use email professionally. We’ve complied some simple tips to take your email to the next level and help you look your best.
Here are our 10 tips for sending professional email:
1. Subject lines matter
When writing an email, include a clear and direct subject line. Here are some examples of bad subject lines and how to make them better:
2. Use a professional email address
One of the first things your business needs is a professional email address, even if you just use firstname.lastname@example.org. If you have a website this can easily be set up with your hosting company. As a business owner, it’s important to use an email address tied to your business rather than your Gmail account. Don’t get me wrong, we love Gmail and even setup our email addresses on Gmail for business, but you will never see @gmail.com in any of our email addresses.
3. Type in sentence case
NO ONE LIKES TO FEEL LIKE THEY ARE BEING YELLED AT! and no one likes to try and figure out where sentences begin and end because you didn’t capitalize anything. Writing professional emails takes us all back to English 101. Start sentences with capital letters, capitalize proper nouns and end sentences with punctuation marks.
4. Leave emoticons out
We all love the occasional :) or ;) or maybe :(. While emoticons can be a fun way to add a bit of personality to your emails, they take the professional factor down several notches. Reserve emoticons for emails with friends and family and keep your business emails professional.
5. Watch out for exclamation points
It’s easy to get excited, especially since your business is something you believe in! However, many of us overuse exclamation points! Maintain a professional demeanor and use exclamation points very sparingly in your emails to customers and clients! (see, too much, huh?)
And then proofread again. One of the easiest ways to make a bad impression via email is with typos or missing words. Take an extra minute or two to ensure the emails you are sending are grammatically correct and clear of typos -- it will be worth it. Look for:
7. Prevent accidental sending
When you start writing an email, don’t enter an email address. Once the email is written and proofread, add in the recipient. This small change can prevent accidental sends and follow-up apology emails.
8. Reply to emails in a timely manner
Email inboxes are overwhelming, but people who are emailing you are expecting a response. Try setting aside an hour or two each day to power through your inbox. If you’re incredibly busy, reply to let the sender know that you have received their email and will get to it later in the day.
9. Limit attachment sizes
Be respectful of receiver’s inboxes and limit your attachment sizes. If you need to send a large file, upload it to a cloud service such as Google Drive or Dropbox and share the link. Limiting attachment sizes will prevent your receiver’s inboxes from filling up too quickly.
10. Take arguments to the phone
If can be easy to misunderstand intentions and meanings in an email. If an argument begins, pick up the phone to quickly resolve the issue and prevent further misunderstandings.
With these email tips you can easily step up your emailing game and improve your business’ public face.
What other tips and tricks to do you have to master your email prowess?