Use These Tips to Write Email that Actually Gets a Response
Knowing how to write an email in a proper way is a significant skill for any person nowadays. The purpose of emailing can be various: a student applies to a college, an employee sends a friendly message to his colleagues, managers from different companies discuss financial issues, or entrepreneurs consult with their partners. But, in all cases, you should write emails in an effective and convincing way to properly convey information and get the responses you need.
The point is that there are no clear rules or instructions out there to help us create excellent emails. Sometimes, people have difficulty in picking up the right components of their messages and may make too many mistakes. This may be of the main reasons why the recipients do not respond to our emails. Also, we should imagine what the recipient expects to receive and try guessing what would be interesting enough to grab his or her attention. Therefore, it is crucial to learn the basics of emailing, practice writing efficient and readable pieces of writing, as well as spelling and grammar, to succeed.
Tips to Compose A Perfect Email
If you need to write an email, take into consideration this list of useful tips:
Check the importance of your email
When you plan to write email, make sure your message is succinct and informative, and has a certain purpose. Asking questions in your email is okay, but think carefully whether they deserve the attention of your receiver. We are all limited in time, and every minute should be spent wisely. Respect your recipient’s time and try to find the important information on your own at first, and then compose your letter.
Start with a greeting
Always begin your email with a greeting to contact with the recipient. In your first sentence, write: ”Dear___” or “Hi___” in a formal or informal email respectively. Do not ever start a formal letter with jargons or other words you use to greet your friends. The first words appear in the inbox, so take this thing into account.
Note the person’s name in your email
Email is a key to modern communication, and when your write a letter, know exactly whom you want to write and why this person is important for you. Especially, if you compose a formal email to the employer, admission officer or manager, find out his or her name and surname. And if you note a specific person’s name in the email, you make the first steps to contact and build relationships.
No matter what kind of letter you are writing, before you get down to the major points of your message, tell something about yourself or the reason why you’ve sent an email to that exact person. This increases your chances of receiving a response, because the recipient will hear you out and get interested. But be careful: do not exaggerate and write too much.
Your email must be clear and concise
As mentioned above, do not stretch your email by writing a pile of information. The recipient might get bored while reading such a detailed text, so cut unnecessary words, phrases or even paragraphs, and use a few sentences to describe your problem, suggestion or proposal. If the purpose of your letter is understandable, you are more likely to get an answer.
Edit your email
After you finish an email, take the time to proofread and check your extract for spelling or grammar mistakes. Read your email a few times, get rid of awkward words, and correct possible errors.