Email has changed the way we communicate with our environment - The effect that it has on our lives is so powerful that it requires us to use it wisely, mainly when we send that first Email message to recipients with whom we’re contacting for the first time.
How to write email messages that miss their targets
Imagine a situation where you’re replying to a job ad by sending your CV attached. Right after clicking the ‘Send’ button, you’re horrified to notice that your Email contained several embarrassing grammar and spelling mistakes. OK, so it was late at night and you were sleepy, problem is that your recipient doesn't know that, and most probably won't even care.
There are many other examples of how to write Email messages that miss their targets and unfortunately sometimes even achieve the opposite results, all because of “minor” and iterating mistakes that could easily have been avoided.
How to write Email messages that achieve their targets
Write an effective subject line
Remember that Subject line is your “Trigger”― it should arouse your recipient’s curiosity, yet avoid ALL UPPERCASE and exclamation marks; you don’t want your message to get deleted because it looks like another SPAM Email. Brief and specific Subject line will do the job, i.e., “Job Offer - Marketing Manager”.
Write personalized Emails
Begin your message by turning to your recipient’s last name - “Dear Mr.
Jones” or “Dear Mrs. Edwards” the first time you communicate with him
or her. It is more polite and respective than – “Hi Joe” or “Hey Helen”.
Now it is time to introduce yourself and state the purpose of your
Email, i.e., “My name is Steve Edwards. I’m contacting you concerning
job offer #647. I would be an asset to your marketing team. Please find
my attached CV.”
Before you even start thinking of how to write Email messages to other
people, always remember that most people are busy—they receive
plenty of Emails each day and most likely will devote only few seconds
Make sure you state your most relevant and interesting information
Keep it brief
Do you like reading long Emails? Most probably not…, and so are your
recipients. Get straight to the point, use short paragraphs (No more
than 3 to 5 sentences) – it makes your text more comfortable to read.
Leave your contact details
Close your Email message by thanking the recipients for their time and
gently prod them for a reciprocating action, i.e., “I look forward to
hearing from you soon”.
Many Email client programs enable you to compose a personal signature that gets automatically added to all your Emails. It should read:
Steve Edwards, Marketing Manager
How to write email messages and avoid grammar errors
It is recommended not to rely on your Email client’s automatic spell
check tool. Even “minor” spelling or grammar errors can blow it for you:
proofread the Email yourself, making sure you’ve used proper
punctuation, spelling, and grammar.
An elite patent pending grammar software can help on
proofreading your Emails, it will automatically check for any spelling or
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write email messages and other documents by using an elite grammar