Tips for Effective (& Professional) Email CommunicationPosted: June 25, 2009
Communicating through the Internet has come a long way since the mid-1990s, but the need to be able to write well (and concisely) while communicating is still essential.
Sending email is still one of the best ways to communicate through the Internet. The ability to do so is made available these days from the smallest forms of technological gadgets like cell phones, so that anyone who has a cell phone with an email capability can send one from anywhere or check their email message inbox.
Emails are meant to be polite, clear, to the point and well-written (especially if they are work-related and need a certain degree of formality). But, the fact is, not many people who send emails on a daily basis really know how to properly compose an efficient email message and make many mistakes.
Many Web sites and books dictate proper business communication – both in persona and online – to be proficient in both is essential. A popular how-to site, www.ehow.com houses many articles about email communication. One suggests that the best way to start an email is to use a detailed subject line and to begin the body of the message with a salutation. An email is already impersonal as it is communication with only the written word on a computer/cell phone screen, so it is better to humanize the message with an old-fashioned greeting. After the salutation, use a colon (:), since it is a business email. After communication has been established back-and-forth between the sender and the replier, the article states that only then may one use a comma (,) after the initial salutation.
Always summarize the email message – get to the point. If the topic is stated in the subject line as instructed, the person who will receive the email will already know what it is that will be addressed and will want to read what topic is about immediately. Do not drone about anything else but the topic of the email. Make sure to write with correct spelling and grammar. These are probably the most important tips when writing a serious email.
Close with a nice line. Something like “Thank you,” “Sincerely,” or “Best Regards” will suffice. Just make sure, the article says, to use the same closing line every time. Include your signature with your full name, your position, your company and information regarding other ways to contact you (phone number and fax).
Emailing is the best way to get your point across, so the best way to do so is to have strong email writing skills. These tips should help make an effective email that will make a good impression on those to whom you send emails.