Email Basics

Sending emails are still necessary for most professional positions in the United States. At every level of employment as an employee, business owner, blogger, photographer, caregiver, etc. emailing is an important skill. When we boil down communication between people, teams, and companies, sending an email works, they are quick and efficient. Let’s make sure you are getting your message across in the most professional and effective way.

Email etiquette

Email etiquette is all about engaging your audience and how you do so. Is the message intended for your boss? A client? A colleague? A new connection? In general, I suggest sticking to the basics, while keeping in mind you can tailor emails to their respective recipients when necessary.

Proper email etiquette portrays professionalism, efficiency, and attention to detail. How you address your recipient matters. And yes, he/she/they are your recipient. Think of the person or people who are receiving your email. What impression do you want to make?

Take These Steps to Email Like a Pro

1. Use a Standard Email Format

In general, commit to a standard word font (Arial) and color (black). Double check that the text is consistent when pasting into your email. If not, highlight it and make the necessary changes.

Use full sentences and proper punctuation. Organize questions and comments about different topics into separate paragraphs.

Example:

“Today’s team meeting was great! I enjoyed our discussion about the upcoming campaign. What do you think the timeline will be?

I was also thinking about your presentation from last month, I would like to set up a quick meeting to go over my notes. I think we can make it even better for our next client. Thank you!”

2. Use a Short and Memorable Email Name

Make sure your email is short, sweet, and professional. If your name is Will Conroy, try will.conroy@gmail.com.

Practice Optimism’s email is practiceoptimism247@gmail.com.

Avoid using your cat’s name, an old nickname, or a lot of numbers. Typically when you work for a company you are given an email. However, it’s likely you will need a personal email for networking and other reasons at times as well. An email that is easy to remember (and easy to type) will keep things easy for those you communicate with.

3. Choose (and do not forget) a Relevant Subject Line

The subject line matters. This is the first phrase that someone sees in their email inbox. From a marketing lens, the subject line can increase the chances of your email being opened or give a colleague an idea about the topic of your email. If you title the email “I Want to Talk” instead of “Looking to Connect About A Career in Marketing”, your recipient might ignore or delete your email before he/she even opens it.

Example for Colleague: Instead of “Project” as the subject line, try something more specific like, “New Campaign for August” or “This Month’s Fundraising Presentation.” Give details that allow your coworker to understand what you are emailing them about. Yes, team members should open each other’s emails, but make it efficient for each other.

Example for Networking: Instead of “Can We Meet,” try “Seeking Advice About Consulting” or “Excited to Connect About…” Again, specific words help your recipient decide if they want to engage or not. I prefer the former.

4. Addressing Your Recipient (SUPER IMPORTANT DETAILS)

The beginning of your email is just as important as the ending. When in doubt, be formal. Use “Mr.,” “Ms.,” “Mrs.,” and “Dr.” If you don’t know anything about them, look them up online. The greeting and/or introduction of your message is your second impression. I also think of it as your real first impression. If your recipient opened your message, you now have the chance to engage with him/her/them. If it is your boss or a coworker, it’s important to greet them and get to the point. If you are reaching out to make a new connection, include a greeting, a short introduction or explanation about why you are contacting them, and then get to the point.

Example:

Subject: Looking to Connect About a Career in Business Analytics

“Dear Mr. Optimism…”

I enjoyed learning about your background at practice-optimism.com and would love to learn more. I currently have my own blog for learning how to write more effectively. Do you have any availability to connect in the next two weeks?”

DO NOT introduce yourself by name in the opening paragraph. Every email is signed at the bottom. It is repetitive and takes away from what you are trying to say in the body of your email.

Example: Instead of, “My name is Will Conroy and I work for Practice Optimism…” try, “I hope you are well, I work on the Practice Optimism team and lead our marketing efforts…” Then sign your name at the bottom.

Always end formal emails with, “Sincerely, Your Name” – a less formal email can conclude with “All the best, Your Name” or “Have a Great Day, Your Name” or “Kind Regards, Your Name” or “Thank you, Your Name.”

5. Professional Tone

Consider how your email sounds. Read it aloud to yourself. Think about how someone might perceive your message and make sure you select your words and sentences carefully. Avoid negativity or being too aggressive.

Instead of, “Get me the report ASAP.” Try, “We need the report completed by the end of next week. Please send it to me no later than Wednesday so we can take a look at it together before Friday.”

6. PROOFREAD

Check for all grammatical errors. If you are unsure, ask a friend/colleague/family member. Write and edit like the email is going on the news in the morning. Read it 2, 3, 4, or more times. Then send.