This is not the Aristotle era, where we will be accounted for our philosophical thoughts. This millennium is the hustle culture, where Millennials and Gen-Z are ruling the chart-buster things, where your extra savvy chrome book replaces the good old notebook.
Guess what? The day of pen pals is also hasta la vista us long back. The electronic generation has pumped our souls and thrashed the “E” version of all good things. So, one of them is our buddy, EMAIL!
Here in this blog, we will list some amazing pointers that will help you compose a flawless email.
DIVE INTO THESE POINTERS TO DRAFT A PERFECT IMPRESSIVE EMAIL
OPT OUT FOR A HOODLUM KIND OF EMAIL NAME
No one will be going to take you seriously if you have a username like: shiningstart@ABC.com or gangsterlad90@XYZ.com. These names will give the reader that you are not serious and don’t process any professional attributes. The receiver will not be going to revert to such kind of name owned person, as firstly, it sounds childish and vague, and secondly, it seems spam.
So, keeping the username simple, like opting for your first or last name along with some initials, is a safe bet. For instance, marshall91@abc.com sounds more genuine, or another example, smith.meave@xyz.com. You see, the name is used, and some initials like a birth year too, this is ideal usage.
ON-POINT SUBJECT LINE
Don’t beat around the bush; come straight to the point because your subject line shows what your entire conversation will be inclined towards. There should be no long conversation and also something like salutary in the subject line. You have to be short and sharp in just a small sentence.
Plus, always remember when replying to a piece of mail, change the subject line or update it according to the body. This will be going to make your attentiveness work up a little bit.
THE THREAD SHOULD CARRY ONE PRIME SUBJECT
This is the ideal golden rule that should be followed for clarity purposes. You cannot go all the way out and discuss everything in a straightforward email. This will shadow the primary goal, and again your approach will look pretty vague. For instance, you cannot write about do my assignment for me UK while the correspondence is about college admission.
ADDRESSING RECIPIENTS
A decent attitude is mandatory; don’t puddle into the pool without addressing the recipient’s name. A simple Hi or hello along with the 1st name is always good. Or, if it suits you best if the next person is some doctor, call them by their professional title. This will reflect that you have noticed that the person sitting behind the screen is essential, not just a pair of marketing copy.
BE PROFESSIONAL AND DON’T USE CERTAIN THINGS
To whom you are writing, remember that the tone of an email is always professional and rigid. Don’t use emoticons and punctuation like an exclamation mark; this will make your body look weak, and the reader will drift away from the main point.
Also, try to talk in paragraphs, which should be short too. Don’t brag about things with heavy-duty lines, which will haunt anyone when rolling a glance over it.
DON’T WRITE EMOTIONALLY
When you are sad or emotionally charged up, don’t begin to write; instead, take a walk or do something distracting. This will shake your mind and let you think rationally, plus having a lot going in your mind, will weaken your approach.
When your mind is free and tranquil, it will give you a significant notion to construct an accurate copy. Also, when we are high on emotional quotient, it will slant down our mindset too. So, always be relaxed and worry-free when you are about to initiate a conversation via the electronic channel.
RESPOND IN A TIMELY MANNER
Though, it is a common practice that you should send a draft on weekends and during off-hours. This practice will make you look desperate and impact the receiver’s mind that you are under pressure or overworked. The ideal time frame is to get a response; if it’s urgent, give the recipient a window of 24 hours. Also, mention that candidly in the body and eliminate any fluff from your side.
Or else write the given time when you will look into the matter and when you will reply back. This kind of situation notably reverts if you are in the sales department or an Asian working on US hour time. So, work according to the situation as prescribed.
KNOW YOUR TIME ZONE
This goes without saying that you should be informed well about the next party’s time zone. For instance, if you are living in India and sending a person living in the United Kingdom, Good Morning, while there it is past midnight. What kind of impression will it go to build? Of course, it will make you look like a fool and unprofessional too. This strategy also applies to a business category; if you send an email about university assignments help to a college dropout, it will make you pretty dumb.
OMIT THE WORD SORRY
Even if you have an answer back very late, don’t use the word sorry, as it will make you sound childish. On the other hand, use words like unapologetic, I was occupied, or something formal. This will reflect that you have made a mistake and you are contemplating it in a mature way.
FINAL THOUGHTS
Writing an impressive electronic mail is not like flying a NASA rocket; all you have to do is follow a simple set of rules. If you keep the pointers prescribed above in mind, you will surely be going to nail the art of writing a productive and professional email.
You don’t need to be a Shakespeare to construct the prose of the linguistics in the mail body. Just deliver your message short, simple, and straight to the point. Plus, always stick to the professional and corporate tone for the best results.
