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Email

Sep 1, 2022
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Email writing is an important part of corporate communication, whether you’re a young professional or a seasoned manager. It can be a daily battle, thanks to what is frequently perceived as the mysteries of English grammar and the complexities of the written word.  

This is especially true if you need to persuade busy people to respond or discuss a potentially sensitive topic. To create a fantastic email, you’ll need to understand advanced tactics that will take you ahead. 

First and foremost, if you’re going to compose an email, you need to know what a great email looks like. 

The email address, subject line, greeting, email body, and closing are the basic structure of an email and are all the same in every email that you send. However, as with any written form of professional communication, there is a proper way to do it and certain guidelines to follow.  

Now, let us take a detailed look at these structures and see how to get the right draft of a proper email:

Email Address

Make sure you’ve entered the correct email address. Always double-check the email address with the recipient, as even a full stop that isn’t part of the address can cause your email to be delivered to the wrong person or simply bounce. 

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Subject Line

The second most crucial aspect to consider is the subject line, which is the first thing that anyone receiving the email will see. It also impacts whether the recipient wishes to open the mail. “Recipients utilize the from line to decide whether or not to delete an email.” According to Loren McDonald, “The subject line is what inspires individuals to open the email.”  

Though it’s sometimes disregarded in favor of the email body, the subject line may be the most significant portion of the email. However, if you’re cold-emailing someone or just trying to build a professional relationship, your subject line can both persuade individuals to open the message and create expectations for what’s inside. A poorly written or generic subject line (such as “Hi” or “You don’t wAnt to miss these”), on the other hand, can turn off the reader and send your email to the spam folder. Spend twice as much time on the subject as you did on the body. 

Openers

Before digging into your primary message or request, you’ll want to include a quick greeting to acknowledge the reader in most email writing scenarios. 

The exception: When you’re in an email chain with a small group of close people, it’s common to drop the opening (as well as the closing). Though it may appear to be a faux pas at first, it indicates a stronger professional relationship. 

Make sure your Salutation or Greeting is acceptable for the recipient or recipients. 

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Body

The body of an email is the most important part of your message, and it should serve a clear and precise purpose, such as asking for feedback on a presentation or setting up a meeting with a new client. It should be brief as well. People will be more likely to read it instead of skimming it and risk losing important information. Reduce it to a few well-chosen sentences if possible. 

Maintain as much emphasis as possible in emails that require more length and information. No one wants to get a novel in the mail. Schafer recommends keeping it to three, four, or five lines of text. 

Closings

You want to end on a good note, just as you want to start on the proper foot with your greeting. This necessitates the creation of a friendly sign-off. And there is a plethora of possibilities from which to choose. 

Here are 12 common and professional closings someone who is experienced in drafting proper emails chooses on any given day: 

Thanks, best, sincerely, regards, thanks so much, take care, best wishes, cheers, all the best, talk soon, sincerely yours, respectfully. 

To maintain an appropriate level of professionalism, find a closing that feels real to your personality and tailor it to the relationship. Common closings, on the other hand, such as “love,” “sent from iPhone,” and “thx,” may be best avoided in business emails. 

Now, let us take a sample of an email that follows the standard format: 

To: david123@gmail.com 

Subject: Resignation 

Dear sir/ma’am, 

I intend to continue my education next academic year, and as a result, I would like to notify you of my desire to resign from the position of Assistant Professor at St. Joseph’s College in three months. 

During my time with you, I appreciate the growth and development opportunities that you provided. Working here has been a great honor, and it provided me with invaluable job experience that has greatly aided my personal and professional development. 

Please accept this letter as the formal intimation of my resignation. 

Thank you for all of your guidance and support. 

Sincerely yours, 

Richard Lance 

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