Important points while drafting an email:

Important points while drafting an email

We are living in a hi-tech world, where it is expects from every person that other person is techno savvy in his or her day-to-day working. Really technology is an unavoidable part of our lives and it is because of easy access of Internet to everyone. When Internet made its impact on our personal life similarly it has a huge impact on our professional life too. If you are working in corporate you can able to relate with this words. There are so many unsaid rules which one need to follow while working on Internet whatever the channel like social media, official CRM used for internal or external communication by companies.

Written communication is the most important thing when we need to make a record or to do a formal communication, earlier we use “letters” and as the time changes “letters” are replace by “emails” to an extent. Today we will learn some of very important etiquette's while drafting an email. I my professional career of more than 5 years I gone through lots of emails from fresher kids to professional employees, to top management level executives.  What I found and it will make you surprise that more than 70% of emails are having similar kind of mistakes that are common.

In this article today I am going to bring those small yet very important mistakes which we need to avoid while doing written communication through email. Go through below points very carefully, start using the same in your written communication & you will see how fast you improve and how much impressive your mails makes you look like, in whatever kind of formal communication you are doing irrespective of your designation and age.

1.       Keep Subject line precise and to the point.

2.       Use formal Greetings with proper salutations.

3.       Purpose of your mail followed by KISS strategy.

4.       Structure of your mail body in proper order.

5.       Proper closing of an email.

6.        Double check grammar and spelling mistakes.

1.       Keep Subject line precise and to the point:

     In any email subject line is the very first thing which the recipient see and can able to figure out the inside mail is with what regards. In simple words it is a one line summary of your email. So always be very precise and clear with your subject line while drafting an email or replying to anybody’s email. Think proper subject line to your every email, example: “Regarding job interview” or “Regarding payment done to your website” etc.

2.       Use formal Greetings with proper salutations:

Start you mail by writing “Greetings of the Day” if you are writing personally to someone. This you can use in both when you are writing personal or professional emails. Further, you can use “Greetings from XYZ (Company name)” if you want mention your company name instead of using the word “Day”.

Now here are few examples of salutations for your reference:

Dear Sir/Madam,

Dear Mr. /Ms. First name Last name,

Dear First name,

Dear Mr. /Ms. Last name,

Dear Friends,

Dear Candidates,

Dear Members,

Dear Clients,

Hi,

Hello,

Hi First name, (Informal Salutations)

Hello First name,

After completing salutation always use comma (,)

3.       Purpose of your mail followed by KISS strategy:

Everyone knows that when you are writing an email, so it definitely has a purpose and hence before highlighting it you has to start with humble words and always start your purpose with sentences like: “Thank you for providing time…” “Thank you for your email…” after this line you need to say your purpose very quickly without taking much time of the recipient. A KISS stand here is “Keep It Short and Simple”.

4.       Structure of your mail body in proper order:

Usually an ideal email is if three small paragraphs if writing for the first time in which first paragraph  includes Thank giving and rapport building with recipient and it consist of not more than 2 lines. In second paragraph you need to mention purpose in detail up to 2-3 lines and in third paragraph you need to mention closing remarks, example: “This is for your kind perusal and action” or “Looking forward for further communication or “ Kindly do the needful” etc.

And if you are writing or replying on an email so after greetings and salutation you need to mention purpose or reply which you want to mention.

5.       Proper closing of an email:

Every email requires proper closing and here is the part where many of us usually do mistakes so I will give you some of very often used closings which used in an email, you use the same as it is mention (with or without comma) below:

Thanks and Regards, (Highly Recommended in formal communication)

Thanks

Regards,

Warm Regards,

Best Regards, (Most used in formal communication)

Kind Regards,

Cheers,

Best wishes,

Yours Sincerely (When you know the name of recipient)

Yours Faithfully

Take Care,

Thank you, (Informal Closings)

Have a nice day,

6.        Double check grammar and spelling mistakes:

This is vital and most important part while doing any kind of written communication once you done with drafting an email you to check very carefully spelling mistakes and grammar in the draft. If you ignores this or by mistake you sent the mail with such errors it will spoil not only your reputation, but a great chance of availing the opportunity associated with that mail of close the doors for your future workings. Usually, people takes email for granted and this type of thinking make them suffer a lot specially job seekers if such mistakes happen very strictly speaking interviewer rejects most of the candidates.

These are some of the most important point’s one need to keeps in mind and check while doing any communication through emails.

Hope this article will help you to improve your written communication and helps you to avoid from the suffering usually people faces while wrong drafting of emails.