Note: Certain words and phrases have been underlined their meanings are below.
Email has completely changed the way we communicate. Long gone are the days when you had to write a letter and wait several days even weeks for a reply! Email is definitely a revolutionary invention, however, as you know with all things good there is always a downside and with emails this downside is SPAM!
My inbox, as I’m sure yours is to, is constantly bombarded with ‘junk mail‘. This is also a problem for a lot of companies, junk emails usually end up in the ‘junk folder’ however even if your mail filter is set to high, junk mail still manages to find its way into the inbox. Due to this, employees are so used to receiving these mails that that they are either deleted, filed under the junk mail folder or not read at all. The problem with this is that it means sometimes important emails can be deleted, how can we solve this problem?
Here are 5 tips
to making your email stand out and be read
1. Importance – make your email look important
Most email providers have an option for you to select the level of importance or priority, the icon for this is usually ! If you set your email to high, your message will have a better chance at getting noticed.
2. Subject – make sure the emailed has an effective subject
Your email must have a relevant and effect title in the ‘subject’ section of the email. For example if you are writing about sales figures for the company or forecasts sales a subject line of ’10/02 sales’ won’t be noticeable compared to a title such as ‘Important sales forecasts for February 2016’ If the email is for a specific person sometimes including their name in the subject line can get their attention.
3. Clear and well written
You should always keep your emails ‘concise’. Once the recipient opens the email they need to understand the main topic fairly quickly. A long complicated email will lose their attention. An email should be short and to the point, this doesn’t mean to say use short hand. If your email is about key facts, bullet points are always a good way to lay these out. Make sure that headings and subheadings are spaced out and easy to read. You want to get your message across clearly.
An email to your boss that starts with ‘Hi, Heya’ etc may not get the correct response or even read at all. Knowing the appropriate register to use with your colleagues, boss and other members of staff or clients is extremely vital in a company. Play it safe by being formal as it’s less likely you will get a complaint. For example ‘Dear Sir/Madam’ or ‘To whom it may concern’ is a good way of addressing someone whose name you do not know, or if you are contacting another business etc.. When contacting potential clients it is always best to use the second name for example ‘Dear Mrs. Jones’, or ‘Dear Mrs Helen Jones’, this looks better than Dear Helen. Obviously if there is constant contact with this person then switching to ‘Dear Helen’ is reasonable.
Avoid embarrassing mistakes by proof reading your email before you send. To save time you can always click the spell checker icon on your email, however this will usually only pick up spelling mistakes and not errors in a sentence.
Which if these tips did you find most useful? please comment below.
SPAM = Unsolicited email, Junk Mail – can be advertisements
JUNK MAIL = same as above, unsolicited mail, especially advertising material.
SHORT HAND = abbreviated symbolic writing method that increases speed or brevity of writing as compared to a normal method of writing a language. e.g. ‘thnks’ instead of ‘thanks’ or ‘bk’ instead of ‘back’ and so on