E-mails have become the ultimate medium of communication in all organizations. But if you pride enchanta does everyone know how to write good e-mails? No. Not really. There are many who do not really get what it is to write a good mail and send it across. Either they miss the point, or they are just not right in terms of words.
Here are a few tips which will get you through a good formal e-mail without having to think too much:
1. Greetings first:
It does not matter if you are mailing your CEO, or someone you do not even know. But you will have to make sure that you greet the person when you mail them. It could be a simple ‘Hello’ or a private address with the name on it.
2. Mail the right recipients:
Filter out the recipients when you mail them. You might not want to mail the wrong people and then regret it later. Some mails are not relevant to some people, and when they receive them, your credibility, professionalism and seriousness can be questioned.
3. A good subject line:
Make sure that the subject line that you use is a good one and have a context to the mail. The subject line has to make the recipient aware of the mail and also interest him enough to read the entire mail.
When you write out the mail, you will have to ensure that the words are loud and clear. You will have to do so with the help of good grammar and also better wording. Getting the point across is the objective of it.
5. Scan attachments:
Save yourself and the recipients the trouble of computer viruses which can be caused by the attachments. Scan all the documents and attachments with an anti-virus and make sure you send a safe copy on the mail. You will be better appreciated.
6. No emoticons:
Use all of them when you are mailing your friend or family member. But when you are sending a business mail, you will have to keep them far away. They take away from the professional quotient and also decrease the weightage of the mail.
7. Do not send forwards or inappropriate jokes:
In the mail, when you are trying to make it interactive one: make sure that you do not send in any forwards or jokes that might not be appreciated by the recipients. If not taken in the right stride, you may lose your credibility in the organization.
8. Use a signature:
Even if it is a simple one, make sure that you have a signature to your mails. You do not want to forget writing your name and leave the person wondering about your identity. It also adds authenticity to the mail.
9. Respond on time:
Do not leave mails and people hanging in mid-air. You will have to ensure that you respond to them as soon as you need to. The time frame depends on the seriousness of the matter.
10. Do not mail when the discussion needs a call:
There are a few things which cannot be discussed over mails. You will either have to make a phone call or hold a meeting for the same. Avoid bringing up these topics over mails and do the needful.