Read Along 5: Tips for Writing E-mails

The Title of your E-mail

The title (subject) is one of the most important parts of your email. Follow these instructions and you’ll improve your chances of getting quick and positive replies:

1-Keep the subject short and clear

2-The recipient should be able to know what the email is about just from reading the title, so be as specific as possible.

3-The title should include a motivational element that encourages the reader to open the email without delay.

The Content of Your E-mail

1-Get straight to the point – if you need to provide background details, be as precise as possible.

2-Be as clear and specific as possible.

3-Avoid unnecessary repetition

4-Ask yourself: “will the reader be able to easily and quickly understand exactly what I want?”

5-Be direct – this saves your time and the reader’s time and he or she will certainlyappreciate this.

6-Be polite!

Example 1

Attached are the files you requested.

Please let me know if you need any extra clarifications.

Example 2

See the answers to your inquiry below.

If you have any further questions, feel free to contact me at your convenience.

How to End Your E-mail

Try to end your E-mails on a positive note and one that focuses on the future:

1-I appreciate the time and effort you have put into this matter.

2-Thank you for addressing this matter in a timely fashion.

3-Thank you for considering my request.

4-Thanks for taking the time to read this email.

5-I hope to resolve this issue as soon as possible.

6-Don’t hesitate to contact me with any questions you may still have regarding this matter.

7-I’m looking forward to working together with you on this project in the near future.

Signature and contact information

Respectfully/Sincerely,

David Gale

Senior Marketing Manager

Down to Earth Enterprises

david@downtoearth.com

Phone: 926-584-1234

www.downtoearth.com

Proofread before Sending

Check:

1-Spelling

2-Punctuation

3-Grammar

4-Does my email look neat?

5-Have I made silly mistakes that will make me look unprofessional?


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