Emails are an integral and important part of daily communication. Most people argue that emails are only written in professional settings; however, this is not true. Emails are more than just basic communication; they are a very potent medium to reach out to clients and businesses, send applications for academics and much more. But many people fail to draft a proper email and while it may sound like a tiring job, writing an email is not that tough. But how to write effective emails? How can we send professional emails? How to structure an email? We are going to find that out in this blog!
Why Is Writing An Email Important?
Emails are very important as they serve as a professional and efficient way to communicate. Here are several reasons why emails are important:
Professional Communication
Emails are probably the only formal and proper way to approach companies. If you are in a business setting, then professional emails are the core of your work. A good email with a proper email format ensures that you communicate effectively and clearly without any hassle. Not only does it help in communication but it also makes sure that you make a good impression in any professional setting.
Record Keeping
A lot of times, verbal communication creates problems; however, this is not really true with emails. When it comes to emails, then you do not really have to face a problem as such. Unlike any other form of verbal communication, emails truly serve as a medium where documentation and records are kept in written form.
Marketing For Businesses
You would often receive emails from various businesses, where they are usually promoting their services and products. Ever wonder why they do this? The answer is simple and clear: emails are best for brand awareness. Many businesses simply use emails because it helps them bring in more customers and leads.
Cost-Effective And Time-Saving
Ever since the onset of emails, physical mail has taken a back seat. Emails make sure that they save your tim,e and they literally cost nothing when sending. All you have to do is simply write a good email and send it.
International Reach
You can email anyone, anywhere! That is how easy it is to send emails. Want to send an email to someone in Tokyo? Not a deal. Emails have simply removed that barrier, making them crucial for global outreach and collaborations.
How To Write Effective Emails?
On average, every day, 376.5 billion emails are sent and received. With so many people people sending emails, there are still so many people out there who struggle to send an email simply because they don’t know how to write it. Here is a step-by-step guide on how to write an email:
Have A Clear Subject Line
The first thing that anyone will be noticing is your subject line. Make it clear why you are sending an email; if you are sending it for the purpose of a job, then clearly write “For the position” of whatever job post that is. Another example can be that of a scholarship application so your subject line will be “Application for scholarship.”. A vague subject line makes it very hard for the receiver to understand.
Act Professional
Since emails are simply professional, when sending, make sure that your tone and language are professional and formal. Professional emails do not have any informal or casual language. Address the receiver by their name and use words like “respected” or “hello” when starting your email.
Cut To The Chase
A lot of times, people are simply hovering here and there in emails and that is wrong, especially if you are writing a professional or serious email. Make sure that when writing an email, you respect the other person’s time and make it concise. State the purpose of writing the email to them.
Structure Your Email Properly
A well-formatted and structured email is what attracts attention. Always structure your email and make sure you are mentioning all the reasons why you are sending the email. Here is how you can structure it:
- Introduction
- Body
- Conclusion
Include A Call To Action (CTA)
When ending your email, end it on a good note and make sure that the other person knows that you are looking forward to hearing from them. In order to do that, add a call to action a CTA. Here are some examples of CTAs:
- “Please confirm your availability.”
- “Kindly review the document.”
- “Looking forward to hearing from you.”
Proofread And Review Your Email
Before hitting the “send” button, make sure that you have at least proofread or reviewed your email. Any sort of spelling mistake or errors can make your email look very unprofessional. Ensure that everything is correctly written and that you haven’t missed anything.
Conclusion
Understanding how to write emails can make you go from 0 to 100 real quick. So, the next time you are writing emails, make sure that you follow all of these steps. Remember to make your emails concise, polite and more effective.
FAQs:
- Why is writing an email important?
Writing an email is important since it makes sure that communication is clear, professional and documented. It is widely used in professional settings and academics.
- What is a proper structure for writing an email?
The correct way to write an email is to start off with an introduction, then come the body and lastly, the conclusion.
- Why should I proofread my emails?
You should proofread and review your emails in order to see if there are any mistakes before sending them.
