Writing an effective, compelling and professional email doesn’t mean you have to be like James Bond typing e-mails with a goldfinger!
Writing an effective, compelling and professional email keeps changing over time because of wording that can sound cliché and new buzzwords coming up with trends over time, however, these simple tips on writing an effective, compelling and professional email will ensure your written words have strong communication foundations throughout time.
1) Use active voice
Writing in an active voice shows confidence and responsibility in communication making the sender of the email or the impression of the company reliable. The active voice doesn’t make actions, the message vague and comes across straight to the point transmitting a sense of transparency, certainty and confidence for the reader to respond or believe. Furthermore, take a look at this article to understand the benefits of using the active voice Why write in active voice rather than passive. Using the active voice in writing an effective, compelling and professional email especially when the email begins with the action that is required of the recipient rather than the wordy reason why i.e., the context coming first before the action that the sender is requesting of the recipient.
2) Write the timescale of the request being asked and what it relates to in the subject line of the email
Example: (Review of article, 6 minutes read time) Article on Gen Z
At the workplace people receive tons of emails per day, not to mention how many emails they may be receiving in their private inboxes. Writing an effective, compelling and professional email by putting the time that could be allocated to the email request and what it’s regarding helps the recipient to prioritise the work and consider the timescale for it to place it on their agenda. This sort of subject line makes it easier for the recipient, allowing the recipient to play with their time because the message is direct and straight to the point.
3) Avoid using clichés
Familiar with these email clichés?
- To whom it may concern
- I hope you are doing well
- As per our conversation
- Thank you in advance
- To be honest
I am sure there are many more out there. Ask yourself would that sort of email be sent to someone you know personally? How would they feel? At the same time using very high language and making the email sound too professional can make the recipient feel like the sender is a robot and not a human. Find the right balance in writing an effective, compelling and professional email with the conversation flowing naturally into a writing format as if you are having this meeting with them in person, not wordy, sweet and short. The conversation should be meaningful to either their problem that is your boss’, customers or whoever that is part of the process in finishing the product or solution as a whole.
4) Avoid repetition
When speaking (after being in toastmasters), ever noticed how many times you use uhm, hmmm, so, I don’t know, you know, also, and other wordy sentences that could equate to just one word or one line showing confidence and clear verbal communication. Often when we write naturally when writing an effective, compelling and professional email, as part of the proofread, it’s good to evaluate where we come across using repetition and words that are less effective that don’t give out the vibration of the outcome we’re looking for. The words we tend to repeat in an email are also, like, send, even, always etc. Take a look at this article by Grammarly on How to write a proper email.
5) Remain professional through etiquette
Professionalism can come through polite and friendly language and respecting the working hours of the recipient when requesting via email. Signing off with an email signature adds that professional touch to the email.
6) Remain concise
With the number of emails, people receive keep emails to the point and short putting only the necessary information about the subject line and the action that is required or requested by the sender for the recipient. No need to make it lengthy or wordy.
7) Keep the close simple
When writing an effective, compelling and professional email it’s easy to use clichés or lose professionalism. Avoid the following words when closing:
- Yours truly
This article doesn’t beat around the bush on the business clichés. Imagine if you’re a director for over a decade, how dull all these unimaginative emails sound?
Email phrases and business cliches that bury your outreach forever
8) Use the email signature
Signing off with an email signature. This gives the sender’s correct contact details and brand identity. It leaves the reader with a positive impression. Stick to the company’s format for your signature to keep the professionalism and image of the brand or company consistent.
9) Proofread the email
Before hitting the send button proofread the email for grammar, punctuation, spelling and wording. Tons of people made the mistake of mentioning the attachment in the email but when they hit send, they realise they have forgotten to attach the documents or files. The time that went into writing an effective, compelling and professional email can have its credibility lost in if not 1 minute, then minutes just by not taking a bit more extra time to ensure everything is in the right order and place. Ensure that the tone of the email transmits confidence, professionalism and reliability in its voice and that it does not come across as just another email.
10) Adjust your after send
Did you know after writing an effective, compelling and professional email in a couple of seconds we realise our camouflaged or even big mistake/s? Setting the 30 seconds after send allows the sender to go back and undo their email send and edit it. Take a look at the email settings to ensure that your inbox works to your advantage.
I want to leave you with this truly amazing article (transcript) and video of Jeff Su who partnered with Harvard Business Review on this video How to write better emails at work.
Also, take a look at this article by HubSpot Email writing for international teams.
In the next article, I will go into for anyone writing a cover letter with a resume.
You can also have a look at the writing an effective, compelling and professional email short video.
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Yours sincerely
T. Dench Patel
