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A few quick tips:-
Never use abbreviations unless they are standard in your area.
If in doubt, err on the side of formality (rather than informality).
Be brief.
Be polite.
When replying to a reply, tidy up the Title (so it doesn't say ' Re: Re: Re: Re: blah blah blah'). Similarly the signatures.
Write clear and concise sentences.
Use appropriate and accurate subject lines. When the topic changes, change the subject line as well.
Write messages with correct grammar, spelling, and punctuation. Pay attention to the tone of the message to make sure your message does not sound curt, demanding, condescending, negative, or hostile. The tone of a message conveys a nonverbal message.
One must always remember that email has its limitations. One cannot hear voice tone nor read body language from an email. It is very easy for someone to misunderstand what you are writing because these other cues to communication are absent. Choose your words carefully because they may offend when no offense was intended. Also remember that everyone is busy, keep emails to the point but provide all the information one would need to understand the information or point you wish to transmit. Don't assume the recipient has the same background to an issue that you do. Don't make them search for the information they need. In addition, you must remember that no email is private. Emails are owned by the company you are working for so remember what you write may be read by management so be careful what you write. Management can legally access your email at will. It is not a forum for employees to complain about the company, boss or coworkers. Email should be used for professional purposes only. Also remember that emails can be used as evidence in legal cases. Be sure what you put in writing is accurate and does not give the wrong impression that may hurt your company in the event of a court case. Be accurate and honest and keep casual personal opinions or disgruntled comments when you are having a bad day out of email. When dealing with clients or networking some level of personal communication may be necessary in relationship building. Asking after the well being of their family or their recent holiday can help build such relationships; however, personal communication should not get too personal. Remember this is business correspondence not a weekend party. If you keep these rules in mind when writing emails then you will automatically write professional emails. The more you do the sooner professionalism becomes easy and part of your daily demeanor.
Ensure your formatting and fonts are consistent throughout the email.
Ensure you type in an appropriate subject line so the receiver knows the subject matter.
Check for typos or grammatical errors before hitting the 'send' button.
Always proof read the content and language of the email before sending it.
Always include a salutation and signature along with an address or contact number when required or appropriate.
Be polite and courteous even when dealing with a difficult customer/colleague.
Use standard English. Avoid abbreviations. This comes across as being unprofessional.
Respond within an accepted timeframe even if only to acknowledge receipt. Not replying to an email creates a negative impression of yourself.
Avoid forwarding and copying a large group of people unless it is really necessary.
It should be:
1) Promptly reply / Content of letter concise and clear
2) Focused on topic, do not include which is not relevant in the matter
3) Content should be always persuasive, convincing power, enthusiasm and honest
4) Good customer service
A three point strategy for a professional email at work.
1. Keep a meaningful subject line.
2. Stick to the point.
3. Check for spelling and punctuation.
Try to make the mail more personalised to the receiver than a standard old-school format.
First, be aware that professional emails should always be written with a formal level of diction; in other woirds, slang, familiar address, and poor grammar and spelling are not acceptable.
Aside from that, the communication should be audience specific. If you are trying to ask a question that is highly technical of a person skilled in that field it will work, but if you are addressing the Human Resource manager, that person will not be able to follow the communication effectively.
Another set of combined factors to consider are organization and simplicity. By keeping an email brief and focused (you can always add documents, spreadsheets, etc. as attachments), you don't burden your reader with more text than they can interact with at a glance. By utilizing bullet points and headers, you make key points easy to find and give your reader the focus you want them to have. An email need not be gigantic to have a big impact. Keeping the message simple and direct is often more useful; then you can add what is needed in person or by attachments.
By practicing these methods, professional emails can be much more effective and you will be perceived as much more professional by those that read them.
Analyse and the understand the situation first.
Draft a rough content, do the grammar and spell check.
Read it once again before sending.
Ensure that you've updated the correct signature with the designation and the contact details with the company name.
Then send it.
1)Always fill the subject line with a topic that means something to ur reader. Not "decals" or "Important!"
2) Put ur main point in the opening sentence.
3) Always specify what your writing about.
4) Dont use all capiltals or all lower case letters.
5) Please avoid text speak, abbreviations.
6) Be brief and polite.
7) Add signature block with appropriate contact information.
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