Email can be a fantastic tool when used correctly within business. It can be used as a reliable, fast contact method both internally to staff and externally to customers. It is important to take the time to ensure you are using email correctly.
When to email
Email can be used as a quick way to communicate, or indeed, in some cases, as the only method of correspondence. The audience/recipient of your email should determine the tone and structure of the email. If writing to customers or colleagues in an official capacity, ensure you write in a manner that conveys this. Emails to customers should be written exactly how a letter would be.
Don’t use colloquial language, abbreviations or overly flowerly language unless absolutely necessary.
Always check your email for spelling errors- most email systems have one installed as standard - and for tone of voice – tone of voice, facial expressions and body language cannot be conveyed in an email, ensure your message is clear without them.
Internally, emails may be used in a more colloquial manner, keeping them short and to the point, as relationships with colleagues are much more face to face.
Tips for writing emails
Some tips to consider when writing emails:
Make your information clear – consider breaking long paragraphs and blocks of text into manageable chunks or bullet points. This will make it easier to read for the recipient.
Use a relevant subject line – choose a subject line that will make sense to the recipient and that conveys the subject matter of the email. This ensures they will acknowledge your email and give them an idea of what it will contain.
Don’t capitalise unnecessarily – capital letters should be used just as they would be in letters. Capitalisation is often seen as aggressive/shouting in email/chat terms. Bear this in mind when checking your email.
Urgent flags – use urgent flags only when the content of your email is actually urgent. Using them otherwise may annoy recipients.
Attachments – do not forget to attach files referred to as “attached” in the email before sending. This can be embarrassing for the sender, and can cause further difficulties. If attempting to send multiple or large files consider using another method rather than attaching, such as uploading files to a sharing site and sending your recipient a link. Emails that are too big will often be blocked at some point along the way and not find their way to the recipient’s inbox.
Sign off – ensure that you make it clear who you are. Using an email signature is a simple way to attach your details to every email you compose. A signature allows you to setup a standard sign off which is then automatically appended to your email. Usually this will include your name, contact information (such as telephone numbers), company, and perhaps your job title or company logo.
