Tips for Professional Email Writing: Do's and Dont's

Email Writing has over time been a great channel through which leads are generated, connections are made, and teachings are done. If you opened this page, that means you're either starting in Email Marketing or you want to gain more knowledge on how to make your emails more professional. Either way, this blog post is sure to help you get it right.

1. Ensure Your Subject Line Is Attractive

The patience span of an average human is 5-10 seconds, and if your subject line fails to catch their attention before then, it's almost impossible for your mail to be read which ultimately means that they don't get to read the main point you're trying to pass across.

Making your subject line attractive is one essential part of writing emails. No one wants to read a boring email.

The consciousness of what you want your reader to get at the end of each mail will help to know what subject line is the best fit and if you can't come up with great ones, I would suggest you hire a Copywriter to do this work.

 

2. Do Not Send Mails From A Blacklisted Location.

Sending emails from some locations and IP addresses that have been blacklisted by certain email service providers will result in your emails going to the spam folder or getting blocked in some cases. It's best to use locations that are public such as the nearest city library and the like as they are always safe from restrictions. Also remember that , people hardly check their spam folders and that automatically means your audience might not get to see your emails. You must also know the accepted emoticons in your subject line by your email service provider.

3. Personalize Your Mail:

Putting your recipient's first name in the middle of your mails gives it a sense of closer connection. When reading your emails, they get to see that they really matter and it's not just some sort of broadcast.

Using the word 'You' is also a must when writing professional emails.

4. Avoid Spam Words

Making use of proper etiquette goes a long way in how your email writing will yield great results or not. The use of spam words like "wow, offer, bonus” should be avoided. Instead, make use of a respectful greeting, and a few magic words(Please, Thank you...). Also, as much as you would love to write emails to your audience, endeavour to keep them concise and interesting.

5. Edit, Proof-read, and Test Your Mails

Take enough time to read your emails over and over again. While doing this, ensure that you remove unnecessary words, and put your mail to the test. You can send it to yourself and a few friends to check out before finally publishing it. You can as well read it out loud to your ears and if it fails to pass the message you want to pass to other people to you, you should reconsider rewriting it. 

These few tips are ever here to journey with you in writing professional emails. You can access our evergreen email-marketing resource via the NELOC Media Academy page here. Also, if you're looking to launch into email writing, you might want to read our article on how to start your career as an email marketer in 2023

Have you ever wondered on how to write a professional email?

How do you send an email that generate the required leads?

 The ability to compose efficient and effective email is highly needed as regards productivity and responsiveness to the reason why it was written.

 It becomes more difficult when you are writing to someone who gets a lot of emails, your professional email should be able to get the needed responses.

Many are guilty of writing verbose emails which will eventually waste the time of the reader, therefore it's obvious to know the type of emails that works and ones that do not , this is largely dependent on the content of the email.

 In this particular article, you will learn how to write a professional email like a pro, these tips are suitable for any form of professional email. 

1.Give the appropriate salutation.  

"Hi" or "Hello"  is more appropriate when it comes to professional email writing. While  slangs such as "Hey"  may be suitable for informal purposes, it's not the appropriate word when it comes to professional email.

You can also put it in this format.

Dear Professor Ndi Are:

 Your salutation must be followed by a colon(:) not a comma(,).

2. Give a captivating and concise subject line.

Whether you're starting a conversation with someone via email or you've been interacting with the person before, it is expedient that you write a meaningful subject headline, it should be concise but summarises the content of your email. Before writing the subject line, think about what you want to achieve with the email you are writing, then that will give you a proper hint on what your subject line should like

 Your subject line gives the first impression in the heart of the reader so you have to be very creative with it.

3.Go straight to the point 

Professionals are usually a set of busy people, their inboxes are usually filled with a lot of messages and as such, may not have the time to go through a very long email. If you truly want to achieve the results of your email that is being sent, go straight to the point, it is advisable that  you've a maximum of four paragraphs. 

4. Avoid the use of slangs.

 When writing professional emails, the use of slangs is not permitted because it's expected to be in a formal language. Professional email is a form of professional writing. Emojis are also not allowed

5.Do not use contractions.

Contractions such as: I can't, I won't, I'll etc should be totally avoided.

 Instead, use the full words.

For example:  will not, I can not, I will etc

6. Use accurate Grammar.

Follow all necessary grammar rules in englis especially the rules of concord, use the proper punctuation and the appropriate spelling where necessary. Avoid the use of abbreviated words like 'u' instead use,

 "You".

 You will not want your email to be dented with many grammatical errors, that may create a bad impression for you in the heart of the receiver.

7. Before sending the email go through it over and over again.

 There's a probability that when writing the message, you might have made some mistakes and grammatical errors. Read your email before you send it, just to be sure of passing across the right message

8. Try as much as possible to be courteous and thankful.

 In as much as you're trying to be professional, remember to be friendly and courteous. That will portray you as someone that truly cares, you can ask how the day went, how business is going if they're making profitable sales,  or whatever you know that's applicable to them, you can go ahead and ask, but don't ask too personal questions.

9. Avoid unnecessary stories and repetitions. 

While there may be a temptation to do this, it's a professional jargon, it's a distraction to the reader. Avoid things that the receiver don't need to know, that will also save you from writing too much. Too much of details should be avoided.

10. Use simple English

 Don't use complex language so that it can be easily understood, don't make use of words that the receiver might find it hard to understand, use the language that your reader will most likely be able to relate with.