There is far more to writing an email than just saying what you need to say. You need to think about the introduction, the point you are trying to make, the tone and even the person who you are messaging. One small mistake could make you look unprofessional as well, and this is the last thing that you need when you are trying to maintain your image.
Anyone Can Read an Email
Your words are not private by any means. If you are not okay with everyone reading the email then you should certainly not send it. Before you hit the send button, think to yourself, would you be proud of this email if it were put in the newspaper? If not, then re-think it and also make sure that it is suitable to be shared with others. After all, technology is a fantastic invention but it also means that it is now easier than ever for your message to be forwarded across the world.
Work on your Signature
Email signatures are not to be overlooked. They give your recipients the chance to get to know more about you on a professional level. When you do create your signature, you need to put down your company name, your title, any social media pages you have and even your contact information as well. If you use your email account on your phone as well as on your desktop then you need to make sure that both of them match up. You also don’t want to have “sent from my iPhone” written on the bottom either, so do keep that in mind. If you are struggling with this, then look into an email signature manager to find out more.
Use Templates
If you get a lot of questions then don’t be afraid to use a template. This will help you to make sure that you are using the right response and it will also save you a lot of time. So many professionals use email responses that are prewritten and this can really put an end to simple mistakes. After all, you don’t have to think about what to say, how to word it or anything else of the sort and it also ensures that you are answering the email properly.
Always Proofread
When you send an email, it is so important that you go over it to make sure that there aren’t any mistakes. When you do this, you can then double check to see if what you are saying is right and to also find out if you want to change anything at the same time. Simple errors can really hinder your professional image and it can have a long-lasting impact on the way that your customers see you as well, so it’s super important that you avoid making spelling mistakes or typos wherever possible.
So there are many things that you can do to try and make your emails seem more professional, and by following the above tips, you can be sure to achieve more success than ever before.