The bitter truth is that many companies haven’t educated their employees on the importance of email communications. Employees don’t understand or don’t use this amazing tool of communication to enhance productivity. We don’t get replies to some of our mails or it is a late reply. Your email communication exposes your professionalism. Have you seen some companies reply to their applicants saying ‘Thank you for applying to the XYZ Company. Nevertheless, we have identified other applicants that met our requirements closer’. Such replies do create a great impression in the minds of the people.

Subject line:

The subject line of your email must be ‘to the point’. As people receive a lot of mails every day, they won’t be interested to open your mail if you have written an irrelevant subject line. In my opinion, the subject line should tell the whole story before reading the message.

You have arranged for a training session. What will be the apt subject line?
If you just write ‘Training’, it won’t catch the eyes of the reader. Write ‘Training on Customer Relationships – 20th May’ will look better and convey more information. People may want to refer your old mail in future. Subject lines will help them identify your mail easily.

Be concise

Nobody likes to read an email that looks like an essay. Use appropriate words to convey the right meaning. Let your first line convey the message directly.

Don’t use colourful backgrounds

I have received some emails with colourful backgrounds that really blinded my eyes from seeing the message. Professional emails must have the white background and black fonts. Using different colours for fonts reduces the image of the message.

Rich text and html messages don’t suit professional communication. Be careful about it.

Read your mail twice

Never send an email immediately after typing. Read it twice or thrice. If you send a sensitive message, keep it in the folder. Read the message after 30 minutes. You can feel the tone of the message more. Make necessary changes. An email sent is sent forever.

Acknowledge the receipt of important mails

After receiving a mail from your colleague, send a ‘Thanks’ reply, which will create a good impression.

Double-check your recipients’ addresses

How many times have you sent mails to wrong recipients? If it is going to be a sensitive one, the consequences will be dire.

Say no to ‘Angry mails’

Sending an angry email will attract worse responses. Be aware that each mail sent out can be forwarded to as many people as possible. I have heard stories of people who have been fired for unethical email messages.

Don’t forget attachment

You would have received mails starting ‘Find attached…’ and without attachment. If you plan to send an attachment, attach the files first and type the message. It is always good to have a second look at the mail before clicking ‘send’.

Don’t use ‘High Priority’ option unnecessarily.

There are ordinary mails that come with the high priority symbol. Some people feel that any message they send is very important forgetting the fact that the receivers will soon stop taking notice of their mails.

All of us know ‘The Shepherd Boy and the Wolf’ story.

Emails carry the image of your company. Let them generate goodwill and efficiency. Take time to write a well-thought out email. You will make a positive and lasting impression.

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