7 Emailing Tips For Effective Communication
When it comes to formal communication, emailing is the preferred method of doing so. Consequently, we end up spending most of our office hours emailing back and forth to colleagues, superiors and clients. As corporate communication is quite different than our informal communication that we use while texting or on Facebook, we need to be very careful while composing those emails. Let’s discuss some tips to make sure that our emails are impeccably written to convey the exact meaning that we want to.
- Proper grammar: It doesn’t matter if you don’t use proper grammar on Facebook or Twitter, or while texting. But while composing an email to your client or superior, you have to be perfect in your grammar, sentence formation and punctuation because that will reflect on your professionalism and attentiveness.
- Emailing from phone: Sometimes you just have to reply to an important email no matter where you are. If you are replying to such an important email from phone because you are commuting or are on lunch break, make sure to keep your communication to bare minimum. Composing perfect email replies on phone is quite a pain, and so it’s better to write long emails that require proper composition from the computer or laptop rather than from your mobile phone.
- Avoid passive aggression: Expressing the right emotions through work emails is not always possible. It might happen that the sender meant to say something else but ended up understanding something entirely different. When this happens, we get frustrated and want to reply in a passive aggressive manner to let the other person know what we actually think about their email. Control this impulse. Better fix a meeting with your colleague or manager for clear and meaningful conversation. It’s lot more beneficial than resorting to underhanded insults.
- Proper layout: Presentation of your email matters a lot because no one wants to read sloppily written message. Make sure you use the fonts that are easily legible, the color of the fonts aren’t obscure and the margins are properly set.
- Emails aren’t private: Work emails are the company’s property. They can be retrieved, examined or used in a court of law anytime. Also, when you are sending emails over the internet, they aren’t secure unless they are encrypted. Additionally, they can be forwarded to unintended audiences unwittingly. So it always pays to keep the communication professional and brief. Instead of sending out important facts and figures in the email, call a meeting and share those numbers.
- Proper subject: Always have a relevant subject line in the email. If the email is important, having “Hi” as a subject line will definitely undermine its significance. If you are sharing quarterly sales figures with your team, have “Quarterly Sales Report” or “Quarterly Performance Report” in the subject line.
- Junk emails and chain letters: Don’t ever forward chain emails or junk emails to anyone. If you know any of your work friends who would enjoy such emails, just sent those to them instead of spamming inbox of every one in your directory.