Subject
To improve your chances of getting a response to your email, make sure to start with a clear and concise subject line that reflects the purpose of your message. Consider what you hope to accomplish with your email, and use the subject line to summarize the main reason for your contact. Keep in mind that people often receive a large volume of emails, so a well-written subject line can help your message stand out and encourage the recipient to open and read it.
Email Intro
When beginning an email, it’s important to start with an appropriate greeting. The greeting should consist of a salutation and an opening sentence. The type of salutation you choose depends on the nature of your email and the relationship you have with the recipient. In formal situations, it may be appropriate to use a more traditional salutation, such as “Dear [Name]” or “To Whom It May Concern.” In less formal settings, you can use a more casual greeting, such as “Hi [Name]” or “Hello [Name].” It’s important to be mindful of inclusivity and avoid using gendered or exclusive language, such as “Hi guys” or “Mr./Ms./Mrs.” Some other options for salutations include: “Dear [First Name]”, “[Name]”, “Good morning/afternoon”, “Hi team”, “Hey”, and “Hi there.”
Clear Email Context
It’s important to be clear and concise when writing an email. Having a clear purpose and goal for your message will help you express yourself effectively and ensure that the recipient understands what you are trying to accomplish. Following the “one thing rule” by covering only one topic in your email can help prevent confusion and ensure efficient communication. If you need to cover several things around the same topic, using bullet points or numbered lists can help highlight different email components and make it easier for the recipient to understand and respond to your message.
Proof-Reading
Before sending your email, it’s a good idea to re-read it from the recipient’s perspective to ensure that it makes sense and is free of errors. Attach any necessary documents and run a spelling and grammar check to catch any mistakes. It’s also helpful to watch out for commonly confused words that can cause embarrassing errors. Even short and quick emails can benefit from a quick review before sending. Remember, small grammatical errors can impact a professional’s opinion of you, so it’s important to take the time to ensure that your email is error-free before sending it.
Signature
A signature is a section at the end of an email that includes your name, title, and any other relevant information. You can set a fixed signature in your email program that will be automatically added to the end of every email you send. An example of a signature is:
“Best regards,
[Your Name]
[Your Title]
[Your Company]”
Use CC and Bcc appropriately
CC (carbon copy) and Bcc (blind carbon copy) allow you to include additional contacts in an email. For example, if you are emailing someone who was introduced to you by a mutual friend, it is polite to CC that mutual friend and thank them for the introduction.
In general, it is not considered good practice to Bcc someone without the primary recipient knowing, unless you believe that future conversations are not relevant to them. There may be some cases where you need to add a compliance email address in Bcc to archive the emails separately.
