The fact that e-mail is everywhere means that anyone in business, whether the CEO or technicians who work the machines, needs to write intelligently. By using language that is clear, simple and precise, as well as following some basic rules, you can become a better communicator.
Think before you write
Never send e-mails in haste. Make sure you know the purpose of your e-mail and the expected outcome of the communication. This will help you ensure the clarity of your message especially when you organise your thoughts before you write the e-mail.
An earlier article discussed the value of being brief. Writing too much can cause your reader to lose focus and eventually, miss the objective of the e-mail. By keeping your e-mail short and sweet, it doesn’t mean that there is simplicity in your ideas. It just means that you make your point clear and move on.
Avoid using jargon
Since an e-mail is supposed to be simple and straight to the point, you should avoid using foreign phrases, scientific word or any sort of business jargon. While using such may make you sound important and intelligent, chances are that you express yourself clearly and much better using plain language.
Curb your enthusiasm
It is indeed important to show that you are eager to get work done and things going. However, do not be too lavish with your choice of words or grammar. No matter how happy or friendly you feel, avoid overusing exclamation marks. When ending the e-mail, it is best to choose professional sign offs such as ‘Best regards’ over inappropriate ones such as ‘xoxo’ or ‘Talk soon’.
Proofread your e-mail
Re-read what you have written before you click ‘Send’. Ensure that you have used correct grammar, spelling and punctuation. It helps to read the e-mail out loud to yourself to help you pick out any mistakes or awkward writing that you might otherwise miss.
At the end of the day, you want your e-mail to be read and not be sent to ‘Spam’. Your e-mail is your image in business so it certainly pays to spend a bit of time ensuring that you project the right impression to your associates.