6 Things You Need to Consider When Writing Work Emails

Published December 6th, 2020 - 04:00 GMT
6 Things You Need to Consider When Writing Work Emails
Some people find difficulty in setting the right tone and format of the messages they exchange via email. (Shutterstock: Rawpixel.com)

Writing work emails can be a challenging mission for many people who are not gifted with a natural writing style, especially if they were used to face-to-face communication with colleagues before the whole switch to remote work due to the coronavirus pandemic.

Not only do people find difficulty in setting the right tone and format of the messages they exchange via email, but also find it hard to start emails through which they wish to either ask for information or make special announcements.

Throughout this article, we'll explore the different types of emails that individuals who don't work in the communication department might need to write during work, and the tricks that can make this task an easier and quicker one.

1. Subject

While most people are often worried about the content of the message they are writing, crafting a short, straightforward subject is just as important.

Here, you need to think of the main purpose of the message. Are you asking for information? Are you providing information? What is it about? Keep it short but informative.

Example1: Question - New Working Hours
Example2: Monthly Report - Missing Info Needed

Example3: Announcement - Changed Rota 

2. Address Recipients

The very first line of the message is always used to define those who need to read and respond to the email. If you're sending the message to one or more familiar people, start with the well known Dear (names) line.

In case you don't know the names of the people you're sending the message to, you can use the old "Dear Sir/Madam" line.

If you're addressing your team members or co-workers, your tone can be a little more friendly, such as "Dear Team" or "Hello Team."

3. Cc and Bcc

Are there any people who you think should take note of the conversation but shouldn't necessarily respond or take action based on its content? Often, these tabs include email addresses of concerned managers or people in higher positions to keep them in the loop.

4. Formal but Friendly

Setting the tone for your message can be quite challenging, especially if you're writing to people you don't know enough or haven't met before.

In order for you to keep the tone formal but nice and warm, add a caring greeting at the beginning to your message, so it includes a human touch.

Example1: Hope this email finds you in good health and peace.

Example2: I hope you're having a wonderful day

Example3: Hope you're staying positive and testing negative (Mostly popular since the pandemic)

5. Introduce yourself (Only if you're addressing a person you don't know yet)

If this is the first email you're sending to the person you're messaging, start by introducing your name and your position, before stating the purpose of the email.

6. State the purpose of your email

Whether you are introducing a new idea, pitching in a suggestion, making an announcement, or responding to a previous inquiry.

By the end of the message, make sure you clarify the action that needs to be taken on the other end of the line.

Writing a successful professional email isn't that hard, you only need to make yourself familiar with the few rules that constitute a fully informative and coherent message.

How many emails do you write a day? In your experience, what is the most challenging aspect of writing emails?

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