4. I want to ask a quick favor
Keep in mind that the fundamental purpose of every email is to establish and maintain a connection. To do that, you need mutual respect, which you probably won’t gain if your first time communicating with the recipient involves asking for a favor.
To increase the chances of your email being read, you need to make them feel like you’ll be doing them a favor and not the other way around.
That’s why you must create an excellent first impression when you contact people through email, especially when reaching out to a potential client or a prospective partner.
A good email with a strong opening sentence helps create a professional impression that shows your message is worth the recipient’s valuable time. This way, there’s a far better chance your recipients will read the entire email and respond.
But how exactly do you write the perfect email? I’ll go over some practical https://hookupdate.net/it/japan-cupid-review/ tips you can use to write the perfect email.
5 Actionable Tips for Writing the Perfect Email
Knowing how to start professional emails is critical, but that’s not everything you need to know to write better emails.
1. Choose Your Style
Before you write an email, consider who your target audience is. This will help you choose the proper salutation and determine whether you should follow a casual or professional tone.
While many businesses used to communicate through a formal style of writing, contemporary companies and startups prefer a more casual and friendly business writing approach. This is because a formal style of writing emails can seem stiff and unfriendly.
But how do you know when to switch from formal emails to a less formal style? Look out for these indicators that tell you when to switch styles:
- When follow up emails and business correspondence you’ve received from the other party are less formal.
- When a recipient directly tells you to use their first name instead of Mr. or Ms.
- When they address you by your first name or sign their emails using only their first name.
You should avoid using excessively formal salutations when you know the recipient well, as it would be awkward to address a close colleague or friend using honorifics.
2. Be Mindful of Your First Sentence
Just like the greeting, the first sentence of your email message determines whether your recipient will read your email or ignore it.
If you share a mutual contact with the recipient, start your email by referring to that person or organization. This could help your email develop a connection with your recipient sooner. But then get directly to the point of your message.
3. State the Purpose in the Subject Line and Body of the Email
It’s always a good idea to state the purpose of your email when you start writing it, as it allows the recipient to get a clear idea of what to expect.
Remember to keep your sentences short since people like emails to be as clear and brief as possible. To maintain a professional image, you should also check for spelling or grammatical errors before sending your email.
4. Remember to Thank Your Recipient
Usually, when you’re writing a reply to an inquiry, you can start with something like, “Thanks for getting in touch.”
However, most people don’t realize the importance of thanking a recipient in outgoing emails too. Not only is thanking your recipient a polite gesture, but it also increases your chances of getting a reply.
Once you’re done writing the body of the email, be sure to add a line at the bottom thanking your recipient.