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In our digital world, sending emails is a considerable part of daily routine. Therefore, we have an opportunity to communicate with others on various topics, including business. Reading and writing emails take a lot of our time, and consequently we have to be attentive and include only necessary information in them. We are supposed to create such emails that the receivers will not be reluctant to read. Therefore, the following tips will help refine the content of your business emails and will teach you to write even better.
If you write an email the same way as you communicate face-to-face, it will sound more personal and comprehensive. Furthermore, due to such conversational style, the email becomes more natural and does not look like a research paper.
When you write an email, address a receiver by his/her name. Basically, it makes an email personal. Addressing the recipient directly makes him/her feel important.
Although you select a conversational style, bear in mind who you write to. You do not talk to your best friend or a relative. Consequently, it is essential to stay professional and use appropriate tone, which means that you take the recipient seriously.
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Be Concise and Straightforward
While writing an email, you should keep in mind that nobody is willing to read long letters. Therefore, try to express your thoughts and state your objectives clearly. In case a situation requires a thorough response, you still have to convey the information briefly but in an understandable way.
Do not Hesitate to Send a Follow-Up
If you did not obtain a response within a few days or weeks, you are supposed to send one more email, in other words, a follow-up. Undoubtedly, you should take into consideration the time zone of the person you are addressing. However, sending a follow-up ensures delivery of the previous email. Ask whether they have questions for you as well.
Very frequently, people forget to send responsive emails although they are related to business. Undoubtedly, each of us sends emails being curious about some services and goods or communicating with others. However, when you do not respond to someone that paid attention to your business, it is regarded as a sign of a bad tone. An individual with good manners will undoubtedly send you a response. It may be a simple notification about a received email. In such a way, you express respect to the sender.
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If you apply these tips when writing emails, it will make your writing more reasonable. Additionally, sticking to these invaluable pieces of advice will testify about your good professional etiquette.