Your e-mails are an extension of who you are. When sending out work related emails, there are 5 rules you must adopt:
1. Add the email address last. This is to ensure you don’t send the e-mail without proofreading or even finishing it.
- Keep your salutations professional. Never send a business e-mail starting with “hey”, “hi guys”, or worse still, “yo”. Begin your e-mails with “Hi”, “Hello” or “Greetings”.
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Send out business e-mails for your business or for a company you work for with a professional e-mail. This gives the recipient a sense of security. It’s safe to say that it legitimizes the e-mail, especially if your company has a conspicuous identity online or offline.
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Attach a signature.
Many take this for granted. A signature is necessary in an e-mail because it includes contact details and enables the recipient to reply in the appropriate tone. A signature should include:
– first name and surname
– designation
– company name
– company logo
– company address
– company phone number
– a disclaimer
- Your subject line must be filled with a (brief) headline that is relevant to the body of the e-mail. For instance, if you’re writing about what was discussed in a previous meeting, your subject might be “points from last meeting on (date)”.
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Proofread your message thoroughly before you press send. Everyone makes typographical errors. Seemingly perfect writers read their write ups over and over again before sending them out. You could even ask someone to look through for you.
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Ensure everything is done right before clicking on send. If you don’t, you have 30 seconds to take back a sent message, thanks to Gmail.
We hope this helps.