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How to Write an Effective Email - Data Mail, Inc.

How to Write an Effective Email

Communication is the key to running a business, and writing emails is one major way we communicate.

So it is worth saying that writing a good email is key to getting your initiatives out and in keeping customers happy.

Here are some tips to consider when writing an email.

Think of Your Audience

Who are you writing to?

Is it your coworker? Your boss? Your friend?

These all deserve a well-written email, but the tone of your letter will vary depending on whom you are writing to. Keep the tone similar throughout the email.

For example, if it’s for a friend, it’s okay to be light-hearted and funny. But if it’s your boss, and you’re inquiring about something for work, you probably want to keep the tone professional and more serious.

What do you want your audience to do? Make sure you keep your goal in mind while writing your email. This will help you not to wander and get off track.

Proofread Your Email

Don’t just send your email right after typing it.

Look it over again to make sure that nothing can get misinterpreted. Emails are hard to determine tone sometimes, so choose your words wisely. Read your email again, but think of it from an outsider’s perspective. Pretend you don’t know what your email is about, and read it with fresh eyes.

Use Spell-Check

For that matter, use grammar check if you need it, too.

You don’t want to look incompetent if there are misspelled words or grammatical mistakes. People will judge you on your wording, so be thoughtful.

Be Courteous

Use an opening and closing that is appropriate and kind. You want to build relationships through your writing.

The Email Basics

Here are the basic parts to a great email:

1. Subject line

Make sure your subject line matches the text of the letter so that your recipient can know right away what it’s about. Not only that, but when you are hunting for that email later, you will be able to find it quickly.

2. Greeting

Have a nice greeting and closing statement to set the tone.

3. Body

Keep it to a few sentences, rather than a novel. Keep it succinct and focused on what you want to communicate. Save the extra’s for later.

4. Closing

You will want to have a friendly closing, such as, “thank you,” “wishing you well,” “take care,” or other closings.

No matter what your message is, you will have a well-written email long as you follow these steps. After all, good communication is important no matter whom you are sending it to.

We welcome emails from all our customers, and we respond quickly to your questions and prospective jobs. Feel free to shoot us email today to get started on your next project.

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