How many words do you put in the subject? Emoji or no? What greeting do you use? There are a lot of different aspects to a successful email and it can be difficult to create one. The email you send to your boss is going to be very different than they one you send your co-worker. A well-crafted email will clearly communicate the message without confusion, insult, or conflict. Below are the top 10 tips for highly successful emails.
1. Make your subject clear, and don’t SHOUT
When I look in my emails, I always check the subject line first. It should tell me everything I need to know about what the email is about. If it is vague, or empty (no subject), it goes straight to the trash. I don’t want to take the chance of opening a phishing email or one that contains a virus.
When you capitalize all the letters in a word (unless it is an acronym), it comes across as if you were SHOUTING AT THEM. Please check your caps lock and make sure that you are not shouting at your audience.
2. Use the right greeting
This is a highly debated topic. Most would argue that a formal greeting must always be used. However, it really depends on the recipient and the order of the email. If it is a reply, then a greeting isn’t really needed. But, if it is the first message or first response, then a formal greeting is advised.
3. Stay away from shorthand
Some would say that shorthand is acceptable when communicating with people you know. However, it can lead to confusion and cause others to misinterpret your message. It is best to stay away from it.
4. Know your audience
We don’t want our emails to be boring or dry, so we add humor. When doing this you need to know your audience. Some sayings can be completely misinterpreted and taken offensively. Its good to be aware of any ethnic, cultural, or political differences when adding humor to messages.
5.Have a purpose
No one wants to send or receive an email for no reason. Always be clear and state the purpose early. If there is a call to action, state it plainly with a due date. Open ended emails can be confusing.
6. Emojis are not OK
We all love them and they can really help emphasize a point. But do they really belong in official communication like emails? To many, the use of emojis can appear juvenile and informal. And to some, it may cause confusion. Plus, not all emojis are represented the same way across different operating systems. It is best to keep emojis for text messages only.
7. Reply All, CC, and BCC
Replying to and including multiple individuals in an email is a wonderful ability. However, many people misuse these tools.
Carbon Copy (CC) is used when you are making an introduction via email or if you want another individual to be able to see your conversation.
Blind Carbon Copy (BCC) is used when you want someone to see a message and the recipient not know they have been copied on the message. You can also use the BCC function for emails lists.
Reply All is used only when ALL individuals in the conversation need to know what is being said. This tool is most frequently misused. If you want to reply to the sender only, just hit reply. If you need to share a comment with the entire group, hit reply all.
8. Positive points for promptness
Don’t you get annoyed when you send a text message or a Facebook message to someone and you get ghosted, or it takes forever to hear from them? The same principles of promptness that apply to texting also apply to email. Be nice and reply in a timely fashion.
9. Your recipient may not be the final destination
Inappropriate language is never professional and has no place in email. If you work for an organization, your emails will stay on the server even after you delete them. You also have no clue when and who whom your emails will be forwarded. There is just no guarantee that your recipient’s eyes are the only ones on that screen.
10. Check your spelling
There is nothing more embarrassing than misspelling a word or using the wrong form of a word. Always use spell check and double check for grammatical errors.
In summery, it’s all about the context of your message. Use something relevant and brief that attracts attention for the subject. Be sure to state your objective and give a timeframe for response. Always be professional and kind.
Jeff Fyke 