9 Tips For Creating a Professional Email

These days it is almost impossible for most people to make it through the day without email being involved. Many of the emails you send likely have a connection to your job. It is incredible how much work is accomplished through email. With all of the emails that are constantly filling our inboxes it can be easy to find ourselves typing a quick response and clicking send without giving it much thought but it is important to implement some email etiquette so we can use email to our advantage and protect our professional reputations.

Here are a few simple tips to perfect professional emailing:

TIP ONE // Stay away from embarrassing email addresses. Your email address matters. If you work for a company that provides you with an email address this is likely taken care of but if you work for yourself make sure you are not sending work emails from that email address you have had since you were a teenager. I suggest creating an email address that incorporates your first and last night name so that people can easily recognize who the email is from in their email inbox.

TIP TWO // Don’t forget the subject. Make the subject of your email concise. The subject of the email should make it easily identifiable what the content of the email is discussing.

TIP THREE // Use correct spelling and grammar. This should go without saying but it is so important that you proofread your email several times before hitting send.

TIP FOUR // Keep the email short and to the point. Keeping emails short and easy to read is key. Make sure there is plenty of white space. I am also a huge fan of bullet points when I have several points to get across. Most professionals have busy schedules and you should treat their time like it is important.

TIP FIVE // Respond timely. Everyone hates waiting. It is important to respond as soon as possible. I think a good rule of thumb is to respond within 24 to 48 hours.

TIP SIX // Font style is important. Your font should a normal, readable font.

TIP SEVEN // Set up a signature. You need a signature at the end of every email. You never want the recipient of your email to have to search for your contact information. Your signature should contain all of your contact information including your full name, phone number, address, and professional social media links.

TIP EIGHT // Keep private content out. Confidential and private information should never be included in a business email. I always ask myself before sending a business email if I would be embarrassed if someone other than the recipient saw it. Keep in mind that emails create a trail that can be printed off, shared, and forwarded.

TIP NINE // Be care of Reply-All. Hitting reply-all can get you into a lot of trouble. Always double check the recipients to any email. Make sure that the people on the email chain are those you want to see your response.

via: Sequins and Stripes, image edited by Sunny Days and Starry Nights