When you communicate with co-workers, customers, or clients, you need to be able to send proper, professional emails.
From proofreading to crafting the perfect signature, every step you take when composing and sending a professional email is important. Make a major email mistake and it cost you a great business opportunity. Taking the time to send thoughtful, well-written emails, on the other hand, will impress everyone with whom you work.
I got with seven of the best IT professionals in the country to ask them for advice.
- Match up your mobile signature. “If you don’t set up the same signature that you have set up in the desktop version of your email, it’s a dead giveaway that you’re replying from a mobile device. Setting up the signature properly on your mobile device should only take 10 or 20 minutes and is better than ‘sent from my iPhone.’” – Joe Pavicic
- Create templates for frequently used responses. “Take some time to pre-write responses and use the Gmail Lab Canned Responses. This will save you time every time someone asks the same question or asks for the same materials or instructions from you.” – Chris Tindira
- Use bullet points. “My best tip for better, more professional emails it to bullet-point the important items in the email. People want to be able to quickly scan an email to get to the purpose of it, and by putting quality information with bullet-points, you will be much more effective and professional.” – Rodrigo Niebla
- Don’t forget to proofread. “Read your email before you send it. Writing your thoughts down and not proofreading them before you hit send can destroy and hope you had at professionalism.” – Brian Ferry
- Timing is everything. “You should respond to your boss, client, peer or prospect the same day they email you. If you don’t have an appropriate answer or the correct materials, you need to let them know that you received his or her message, and give them a time by when they can expect to have an answer.” – Ryan Schulz
- Put the recipient’s email in last. “In an email, business or not, I like to put the recipient’s email address in at the very end, just before sending. That way, I can be sure to read and re-read what I’ve written and make any changes necessary without worrying about an accidental send.”- Jay Waschak
- Watch your tone. “Things come across as being a bit cold in emails, so while you try to remain professional, remember you also need to add a little personality and use language that portrays the correct tone.” – Bruce Emrick
Well, there you have it; put your best virtual foot forward every time you begin to compose. In the end, you will be known as an effective communicator that uses email wisely.