Our Guide To Professional Email Correspondence

November 18, 2014

Protect against spamThere are different skill-sets that directors and managers need to possess. Not only do they have to be knowledgeable in the field they work in, but they must also have excellent leadership, communication and writing skills. As supervisors, they have to constantly send out emails to staff, other departments, their own bosses and to clients. Therefore, it is imperative that those in senior roles have impeccable writing skills to formulate professional emails.

Emails with spelling or grammatical mistakes will make the individual seem unprofessional and uneducated, causing his own organisation to look bad in the eyes of others. There are tips to sending out work emails that will help.

Proofread – The most important piece of advice to remember from this article is to proofread your emails before clicking send. Since supervisors are often busy and forced to multitask, you could have accidentally misspelled a word, forgot to include a vital piece of information, or simply didn’t formulate your thoughts well. Taking the time to re-read your email will leave you certain that there are no errors, and it is ready to be sent out to the designated party or parties.

Spell Check – Whether you are a poor or an excellent speller, you should have automatic spell check installed into your emails. Whether you don’t know how to properly spell a word, or simply made a typo, spell check will either automatically make the change, or will alert you to the mistake.

Thoughtful Subject – Make sure to put some thought into crafting the subject line for your email. After all, this is the first glance that your readers will see which will help them to decide whether to open your email, or send it to the trash bin. Your subject needs to provide a brief synopsis as to what the actual email contains. Be specific and to the point, writing things like “Third Quarter Sales Report” or “Meeting Request with Shareholders.”

Proper Format – Although emails are much less formal than business letters, you still need to use proper formatting in some situations. If you need to send a quick note to an employee, it is all right to send them a line or two. However, if you are sending out a company-wide email, or writing to a business associate or a client, remember to be professional in the structure of the email. Start with a proper greeting, addressing the party or parties as Ms., Mrs. or Mr. Provide concise information without being too wordy, but make sure to include as many details as needed to get your point across. Remember to thank the individuals for reading your email, and ask them to respond, if you would like them to. Then, provide a proper salutation with your name, position in the company, and contact information.

Not all emails that you send out at work need to sound professional, but many do. Remember your target audience when deciding what to write, and tailor your message to them. Follow the four tips above to get started.

Many thanks

Gavin Muge

Senior Trainer & Consultant

Mark Williams 3

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