How to Compose Professional Emails
Written communication is often the first way a customer or client interacts with a company. That first impression needs to be professional without being intimidating. The following tips will help you compose emails that reflect well on both you and your company.
- Check Your Grammar – When a potential customer reads an email that is grammatically incorrect, the customer may wonder what else is wrong with the company. A negative first impression like that is hard to overcome. Check its grammar, punctuation, and spelling before sending the email.
- Include an Appropriate Subject Line – Make sure your subject line is relevant to the content of the email. If the topic changes in the email thread, then start a new thread with a new subject line. Do not change the subject line in the initial email thread.
- Focus on Tone – Use a professional yet friendly tone in the message. Sometimes just a simple word change can alter the entire tone of the message. For example: "Good morning team" (friendly, yet professional) vs. "Dear Colleagues" (professional, but very formal) can make a difference in how the recipient perceives the tone.
- Consider the Audience – Consider the audience when choosing the type of language to use in the message. Technical jargon and acronyms are fine for coworkers, but clients or customers may not understand.