Does this blog post seem off topic to you? I assure you not, both because I am talking about online content (Do you think that e-mail is not the emblem of digital communication ?!) and because knowing how to write a professional work e-mail is essential, in each job position and sector.
Email: online communication
I'm becoming more and more aware of how important it is to be able to choose the right words, the right tone, the right mood, and the right linguistic nuances when writing an email. Certainly I am not referring to those pedantic, hyper-formal linguistic styles, which give so much the idea of "form" but of little "substance."
E-mail is a really effective, fast and simple communication tool between people but, being online, thus assuming a barrier (which can be a smartphone, PC or tablet), it does not allow both the writer and the recipient , convey tones and intentions, which often lead to unnecessary misunderstandings.
Don't expect stratospheric advice (I certainly haven't discovered hot water!), But, more than anything, I'd like to share a few simple but never trivial points to always keep in mind when writing a work email.
10 tips for writing an effective business email
1. Start writing your e-mail by saying hello to your interlocutor (the degree of formality or informality depends on the relationship you have with him and / or his job position) and, if necessary, thanking you by an e-mail.
Example 1: "Hello Daniela, thank you for your kind email."
Example 2: «Hello Daniela, thank you for your previous e-mail, clear and complete with all the information».
Example 3: «Dear Daniela, Thank you for your email».
2. Make sure you choose the "correct" words - One term in place of another can significantly change the meaning of a sentence or intention that you want to express.
-> If you have to confirm something, choose the verb «confirm» and not «communicate».
Example 1: "I wanted to confirm my availability to ..." and not write "I wanted to communicate my availability to ...". All this may seem trivial, but it is not at all, a verb, an adjective, a noun have their own communicative power, capable of differentiating it from all the others.
-> Use synonyms.
Instead of always writing "say," choose between "communicate," "affirm," "support," and so on.
3. Moderate your use of the term "urgent" .
When is something really urgent? This word is often abused, inserting in the email almost as if it had become a routine, the concept of urgency, but be careful, because doing so can cause a feeling of unnecessary anxiety and frustration towards our collaborator / client. / Couple. To avoid that everything is always urgent (it would not be very credible and unprofessional either, don't you think ?!), Organize your communications on time: if you know that an activity is especially important to you, communicate it by e- send it by mail to your interlocutor a few days in advance and possibly send a reminder a few days later.
Remember: urgency often arises from the lack of a profitable personal organization.
4. Watch the score .
Precisely because email is not vocal, therefore it does not convey accents and tone of language, it is essential to help with punctuation to convey the correct communicative intention. Use commas, periods wisely, and use exclamation and question marks sparingly.
If you insert a lot of question marks at the end of a question, via email, it can seem that you are almost making fun of your interlocutor, even if in reality your intention was only to understand if you had understood your message correctly. .
Example 1: “I wanted to continue the business in this way. ¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿¿All clear ??????????????????? » This question can be interpreted as: “Is everything clear or do I still have to explain everything to you again? You understand? «. Choose a much softer shade, such as:
Example 2: “I wanted to continue the business in this way. what do you think about it? It's good for you? «.
5. Be clear and exhaustive, providing all the information to your interlocutor .
Doing so will both avoid further clarification emails, wasting time.
6. Always say thank you at the end of the email .
Sometimes I get requests to execute tasks without the final "thank you" and you know what I think? Well, "thank you" is never denied to anyone, especially if I ask someone to do something!
Example 1: “Then I would ask you to create the editorial plan for the next month. Thanks thanks! / Many thanks!" etc.
7. Close the email by creating empathy .
A very simple "See you soon!", "Have a nice day!", "Good job!" they can represent linguistic bridges between indifference and an empathic attitude.
8. Remember to CC all the people who were already present in previous conversations .
If a certain number of people have been copied, there will be a reason: they too need to stay up-to-date on communication advances.
9. Never forget the email subject .
It is the first form of presentation: the subject of the email must be brief, immediately understandable and immediately refer to the heart of the subject. It is a kind of preview of what the caller will read in the body of the email.
10. Send emails in moderation .
Absolutely avoid bombarding your interlocutor with emails.
-> Try to provide all the information in a single email
-> Do not send a reminder email to ask if you have received your email or when you will reply after a few hours or 1 day since you sent your email. Give your interlocutor adequate time to respond to you: we are all very busy and each email deserves an adequate response time.