5 Important Tips for Writing a Professional Email

Emails are one of the most important means of professional communication with various individuals and companies around the world. It allows the ability to send one message to a large number of recipients at the same time, and in our time there is no one who does not have an email on one of the popular sites such as Gmail, Outllok, Yahoo and others. Email differs from other means of communication in that it is mostly used in professional circles, which makes writing it and drafting its content difficult for many, and a challenge many are looking for an escape from. In today's article, we have collected for you 6 simple and important tips that will help you write a professional email in a short time and without much effort in thinking and drafting. First, write a good headline. The function of an address in emails is to summarise what will be mentioned in it as well as to get the message recipient's attention. Make sure to take the following tips into account when writing your email address: Do not leave the address field blank, your message will be redirected to your spam or spam box. Choose the appropriate words that express the content of your message. For example, you can include a specific date if your message is a weekly report. Or write a request. Or specify when the recipient of the message should respond to you.

As you can see, the first sentence does not provide any accurate information that the recipient of the message can benefit from, while the second sentence clarifies the exact content of the email without the need to open it by the recipient. If your message is very short, you can write it all in the title only and add the abbreviation EOM at the end of the title, which means "End of Message".

Second: Ensure clarity and brevity. E-mail messages should be brief, conveying the information or request correctly and directly, and including all relevant information. And if you have to write an email that includes several topics, requests, or ideas, make sure in this case the following: Use short and direct sentences. Leave appropriate spaces between the different ideas and do not combine them all into one long paragraph. If there is an idea far from the general topic of the message, in this case you can send another email with a different address.

As you can see in this example, we find that the sender has included many ideas in the email and put them all in one paragraph, which can be confusing for the recipient, as he talked about the business meeting, which is an idea that should be sent to a different email under another address.

Third: Use a tactful method that expresses your personality and professionalism, and therefore you must be very careful in choosing the appropriate words to convey your message clearly and understandably, in addition to formatting it in a comfortable and easy-to-read manner, as the format used in most e-mails is as follows: Start with the salutation. Write a sentence in which you thank the recipient for their work, or wish them well. State your purpose in the body of the letter. Write a closing sentence. Finish with a salutation. Write your name and job title (if they are not mentioned in the affixed signature). Signature. Even if you are on good terms with the recipient of the message, be sure to always use a tactful manner in writing the email, as you never know under what circumstances he might need to forward it to anyone else. Fourth: Take care of the recipient's feelings.

Email steals our ability to read the people around us. Through their body language, we can determine their feelings, but you will not see the reaction of the recipient of the message if he misunderstands its content, or reads it in a hypothetical tone that does not reflect the tone in which it was originally written. When writing emails, make sure to put yourself in the recipient's shoes, and think how they might hear it? And not just how to read it. What makes you choose your words and sentences carefully. Notice the difference between these two emails: if you are the recipient of the first message, you will undoubtedly feel that the sender is angry, and that his message is a kind of annoyance, and that his request will seem to you as something that you have to do, and in any case you will not be happy with his message. However, the matter is different in the second case, in which you will feel how much the sender appreciates your efforts, and his request came in a polite and polite manner that makes you want to respond immediately.

Fifth: Make sure that the message is free of errors Finally, and before pressing the send button, you should check your email for spelling errors, poor linguistic structures, etc. Misplacement of punctuation marks may lead to misinterpretation of the message.