How do I write emails for more flexibility

E-mail revolutionized private and business communication. In the private sphere it has been largely supplanted by SMS and instant messengers, but in the workplace it is still omnipresent - and for good reason. Nevertheless, many people undermine the Writing emails some mistakes, especially if it is a very formal communication.

Like you good write e-mailsThis post shows how to avoid mistakes and adhere to formal guidelines.

Correct handling of business email

For many professionals, email is the main means of communication. When it comes to non-urgent matters, where picking up the phone is the first choice, e-mails are flexible and convenient. Skillful handling of e-mails is particularly important for the first contact with previously unknown people and for messages to several addressees.

A non-professional one Write email, but leaves a bad impression and reduces the chance of an answer. In the worst case, the sender can really embarrass himself.

A professional email on the other hand, it appears trustworthy, contains the most important information and gives the recipient the feeling of being appreciated and of being in good hands.

Writing the perfect email: 9 tips

For professional success - especially when there is a lot of customer contact - the skillful handling of e-mails is an important element. Some companies have recognized this and even offer courses specifically for that Writing emails at. In the following, we provide the most important information and tips for composing the perfect email.

1) Subject line

The subject line is used to classify the message before reading the actual content. Under no circumstances should it be empty, at best with good friends, and even then an empty subject line is irritating.

This is where you write the content of the mail, summarized in as few and accurate bullet points as possible. At best, they are only one to three words available. For example, if you want the slides for a presentation from a colleague for tomorrow's meeting, the following is a suitable subject:

"Slides for tomorrow's meeting" 

2) Salutation and introduction

After formulating a salutation, a short introductory sentence is recommended. If you get in touch with someone you don't know personally, introduce yourself short in front. For one thing polite, on the other hand, the information about you enables the addressee to better interpret the rest of the mail.

The introduction can also be a Context for the rest of the email deliver in case the reader is otherwise unable to classify the content correctly.

3) main part

In the main part you get to the point. What exactly it is about, of course, depends largely on the subject of the email and does not follow any special pattern. An e-mail should be brief, however, because the other person doesn't want to read novels and you also want to save time typing.

A sensible one structure of the text Line breaks and new paragraphs can also be used to make reading easier for the recipient.

4) Conclusion

If you are hoping for something from the recipient of the email, put another one at the end of the main body short call to action or one small summary of the main part in one sentence, for example:

So please send me the slides by 8:00 pm this evening at the latest. "

5) Greetings

At the end, add a greeting followed by your name. That is also part of good manners and behaves like a classic letter.

The greeting is certainly partly a matter of taste. You can almost always use "With best regards" or "Best regards".

When a higher placed is written to (e.g. professor, CEO of a large company), the "Sincerely" offer, although this is no longer very common. At friends and colleagues an informal "Greeting" - or a more personal touch - perfectly.

6) Email signature

Many e-mail programs offer a feature that automatically attaches your e-mail signature to the end of every e-mail you send.

In such a way belong next to yours Names and yours Phone number another Professional titlethat makes your role and responsibility in the company clear to the reader.

7) Appendix

If the e-mail is to have an attachment, it should not be too large, otherwise problems may arise when sending it. To name The files in the appendix also in such a way that the names reflect the content.

8) These mistakes should be avoided

Of course are Typing error a quick way to make yourself unpopular with the recipient. These are often caused by overly fleeting writing. It is best to read your sentences again before sending them.

The automatic spell check many programs is of great help. However, never completely rely on the software to find all errors.

Have in formal mail Smileys nothing to look for, so do without it. Also the use of irony usually has more of an irritating effect than convincing your counterpart of your limitless competence. The same goes for cynicism, by the way.

9) As a bonus tip

If you write a very short email to a colleague with whom you have a good relationship, you can also use the exception as an exception entire content of the mail in the subject line pack. Your colleague does not have to open the mail to read the message.

Every working person should be able to write formal emails

The email will probably stay with us for a very long time. So it is worth investing some time to learn how to use it safely. Here is that Write a formal email not a feat and at most requires a little practice and a pinch of empathy and social skills. If you are interested in the technical subtleties and all other tricks, it is worth attending a seminar on the subject of emails.

Header image: Olga Kurbatova / iStock / Getty Images Plus

Originally published April 21, 2020, updated April 21, 2020

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