Communication skills via email is one of the important elements indispensable in an office environment today. However, not everyone is fully equipped with knowledge and skills to write professional email. In fact, many people can only learn by experience sometimes faced with the errors unfortunately do not master the guidelines to write email basic. The article below of SureHCS will help you master the golden rules to write an email standards, avoid basic errors and make a good impression with the recipient.
1. Grasp the principles written standard email, including the steps of:
- Set the email subject / title: clear, correct emphasis
- Attach files to your mail (if available)
- Write email content: present neat and full
- Check back email content and attachments again
- Enter recipient email address
1.1 Set the email subject / title: clear, correct emphasis
We should not and never be sent an email which has no title. That shows the lack of professionalism in communication.
Principles of writing an email is the title must clearly stating the main theme of the email and attached to concern the recipient always achieve higher success in communicating via email.
In case you want to show the nature of email that “important”, “Urgent”, you can use the following syntax: [status] email title
For example: [Urgent] Confirmed participation in the meeting
Thus, the person receiving the email will know immediately the status this email and will decide is should read now, or should spend at much time will read more thoroughly.
1.2 Attach a file to an email (if available)
We should send the file format general open to all computers. Use .Pdf , .Doc, .Xlsx or JPEG (for image files).
If you need to send attach multiple files in the same email, you should gather about 1 folders and compressed. When compressed .zip should not be used .rar.
When naming attachments, also need to ensure clear, concise. Should not write Vietnamese with signs when naming the file.
1.3 principles write email: content presentation neat and full
Usually, the principle of email writing an email that includes 3 components:
- Greetings
- Main content
- Wishes/thank you and sign your name
At the greeting, you should use greetings professional. Don't use the word often date or the greeting, too intimate, suồng sã at work. It is best that you should mention the recipient's name in the email comes with words like “Dear”, “dear”, “Dear”
In the main content section, if there is more content, you should not write a big paragraph which should split it small passages to get easy-to-read and understand information better.
And, in particular, you must always spend time detector to avoid false typos before sending the emails.
1.4 Check back email content and attachments again
Take the time to read back a few times email and check the has attachments (if any) before sending. Spelling is one of those things that should be limited when in principle write the email, because with just a few minor typos. the receiver can evaluate you as sloppy and unprofessional.
1.5 Enter recipient email address
You should enter the recipients email address last to prevent from case email is sent unexpectedly while you still haven't finished writing or not read it due to accidentally pressing to a certain key on the keyboard. So, enter the recipients email address into the end to avoid the unfortunate incident.
Be very careful when enter the email address. Because maybe you mistyped the name, send the wrong name or inadvertently sent to multiple people at the same time.
2. Personal signature
Signature is the place to leave information, job title, phone number, address,... of the sender. That is the information accurate and really needed so that the recipient can contact you when necessary.
3. Font and color presentation
Guidelines to write standard email need to show the font and color that the recipient can read easily, convenient, and familiar eyes the most. With font, you can select the font easy to read such as Arial, Segoe UI, or Times New Roman with font size 12. With color, black is always the most optimal choice.
4. Email address professional and serious
Email address to help you create first impression and help people get to know who is sent who is a more obvious way.
If you're working for a business, you should use an email address related to the company. For example: [email protected]
If the email is personal, then stay away from the name-styled nickname, lovely as [email protected] , [email protected]
Usually you should put his name is the name email. For example [email protected], [email protected]
5. Reply all email, even when that email is sent wrong for you
The reply the email to be viewed as a rule of courtesy. When a person sends you an email, if you find that you can answer right away within 1 hour, then take the time answer always. Let's try to do it, including the email is sent the wrong for you. Put yourself in the person who sent wrong for you to see that in that case, we all expect to receive a response email that was sent is not the correct address.
In case you feel too busy and can only handle email later, then feel free to send that person an email stating that you have received your email and will arrange return at intervals to them not impatiently.
Mastering guidelines to write email not only help you communicate effectively but also make a good impression with colleagues and partners. Write professional email can show respect and responsibility in work. Don't forget to always check the content and format before sending, and use professional email addresses to make it nice. Let's apply these principles today to enhance communication skills through your email at the same time contribute to building a professional image in the work environment.
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