Emails must be the most ignored, easily trashed, and overlooked form of written communication in the world – so what can you do to ensure yours gets read?
Check out the following tips and things to avoid:
Your subject line should never be left blank. If the person you’re emailing doesn’t know you your subject line is what will get him or her to click and open your email, or hit the quick delete button. Briefly describe what your email pertains to, e.g. “Staff Training Monthly Newsletter” and avoid using words like “Win” or all capital letters (the online equivalent of shouting) in your subject to avoid being marked as spam.
You should begin your email with a greeting. Remember that while it is commonplace to use informal language in emails you’re still writing a business letter – just via email – so don’t get too chatty or friendly etc.
Don’t use emails for longer letter, rather keep it short and simple. If you really have a lot to say rather consider another form of communication. Your paragraphs should also be kept short and easily scannable and your overall word count should remain relatively low.
Do not use acronyms (that are not explained) or emoticons (smileys etc.) as many people still may be unfamiliar with them, as well as the fact that you’re still writing a business letter …
If you refer to a link in your email be sure you actually provide the link. Use the “http://www” prefix and not just “www.website.co.za” as many mail clients won’t read this.
Be sure to include your contact details at the end of your email, including email address, name, contact numbers etc. There is nothing more irritating than having to search through a string of emails as long as your arm for an email address or phone number that you know should be right there at the end of the mail…
Always consider the size of any attachments you may want to send, and if they’re quite big then zip them. Also include in the body of your email a description of the attachments and what type of file it is, e.g. “Please find attached our price list in Excel format.”