10 Best Practices Tips for Writing Emails

Emails have become the primary mode of communication to most businesses nowadays. If you are not able to write emails that get the attention you think they deserve, then you can be sure that your business is not getting the same either.

For some businesses, most of their customers start online and faltering on the most important mode of communication is not the modus operandi to succeed.

The following tips will help you perfect your emails for maximum effectiveness

  1. Personal Emails - Your email address is your identity. Stick to the use of a single email address. Whether you use Gmail, Yahoo or Outlook does not matter if you stick to one for a long time

  2. Business Emails - For a business nothing underlines credibility than an email address from a domain the business owns. If your shop name is zedof, your emails will be more credible with [email protected] than [email protected] Personal emails are simply not cut out for business

  3. Subject - Most people (includes me) decide whether to open an email by just the subject line alone and since around 70% of emails are read on mobile devices, it is better to Keep your subject short and to the point. "Invoice December 2014 Airtel Broadband" is a very good example.

  4. Length of Emails - A time tested rule of thumb is to keep email word count to less than 150 and keeping to not more than five or six sentences is a must

  5. Signature - Make sure to sign your emails without fail. Email signatures announce the authority and ingenuity of the sender. Make sure your email signature consists of the following (or most of it as appropriate). Name, designation, Address, Phone number, working hours, Social contacts (Linked in, Facebook, Twitter, Google Plus etc)

  6. Tone - Always write your emails with a respectful tone; even if you do not receive it back.

  7. Replies - Make sure you reply to emails within the first 24 hour period. If a resolution for the issue mentioned in the email is not possible within the 24 hour period a reply back asking for more time to resolve the issue would be more appropriate

  8. Checking – Always check your emails for grammatical and contextual errors. Twice

  9. Addressee - Address your emails to only the party intended. Be mindful of Reply, Reply All, BCC and CC

  10. Communication mode - Keep your emails direct. Try not to touch your nose around your head.