Business emails have a very specific style. They are professional but brief and should include enough information to allow a complete response.  According to a report published by McKinsey Global Institute, employees spend around 28% of their working day on reading and replying emails. While we send a lot of emails, this does not necessarily mean that they are effective. Writing better business emails is vital and the following key tips aims to walk you through an improved overall communication, step-by-step.

Although people might think that texting a business email is an easy process in their daily working routine, there are some common mistakes that everybody does without even realizing them.

Before typing a business email, employees may first consider the following Do’s and Don’ts:

5 Do’s when writing an email:

  1. Have a professional but also a polite tone and be straight to the point.
  2. Make sure that the subject line reflects the topic and the importance of the email.
  3. Try to keep it as short as possible and use simple words to avoid misunderstandings.
  4. Before sending it, read it twice to ensure that there are no spelling or grammar mistakes.
  5. Know when to CC someone and include those who really need to read it.

5 Don’ts when writing an e-mail:

  1. Involve negativity and criticism, since the reader is not able to hear your vocal tone.
  2. Be angry when sending an email. Instead, forward it on the “drafts” and review it when feeling calm.
  3. Text all capital letters. Writing in caps makes someone feel like you are shouting.
  4. Use your humor; it might be misinterpreted from the reader and bring negative results. Just keep it simple and professional.
  5. Forget the signature. Include info at the end of every email, so the receiver knows who is writing and how to contact you.

But there is the other side of the coin. When at work, there is a tendency to overcommunicate through emails. It may be efficient and save someone’s time, but is it really the best way to communicate, in every case?

The answer is no. It is important to consider when it would be the most appropriate time to send an e-mail.

In case someone has to share confidential information, new projects or when delivering bad news, it is better to do it in person or over the phone, by giving the other person the opportunity to further discuss the matter at hand.

Concluding, always keep in mind as a key rule when typing an email, that you would want to be a recipient of your own text.

 

The post Dos and Dont’s when writing business e-mails appeared first on SAFETY4SEA.

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