6 things to consider when writing English emails

A overhead shot of a person sat on a chair with a laptop to their left is icons of envelopes

Every day, an astonishing number of emails are sent and received worldwide. While a considerable amount of these are informal messages between friends, the majority are for business purposes. Whether youre emailing someone you work with, applying for a new job or making new connections, here are some general rules to follow when writing English emails

1. Know your tone

Always consider who you are writing to and adapt your language accordingly. Emails are less formal than letters, so its fine to start your email with Hi or Good morning C but it may be better to write Dear if you are emailing someone for the first time or if they are senior to you. Similarly, ending emails with Best/kind regards rather than Yours sincerely/faithfully works well, with the latter being more appropriate for a formal email. Whatever the relationship, though, dont feel tempted to use laid-back, colloquial expressions like Hey, you guys, Yo!, or Hi folks.

2. Its all about the titles

Its increasingly common to use first names in international business communications, so dont be afraid to do so. Another title to consider is your email subject header: a short, clear text is important as busy people often decide whether to even open an email depending on the subject header. Examples of a good subject header include Meeting date changed, Quick question about your presentation, or Suggestions for the proposal.

3. Use a professional email address

If you work for a company youll be using your company email address. But if youre using a personal email account because youre self-employed or looking for a new job, you should be careful when choosing that address.

You should always have an email address that includes your name so that the recipient knows exactly who is sending the email. Email addresses that you created while you were in school or college (IloveJohn@ or Beerlover@) are not appropriate for the workplace!

4. Limit the small talk

Small talk can help to build relationships but it doesnt need to be overly personal. A simple I hope you are well or How are things? will usually suffice. Also, be cautious with humor as it can easily get lost in translation without the correct tone or facial expressions that accompany face-to-face meetings. Its safer to leave out humor from emails unless you know the recipient well.

5. Keep it simple

Emails are intended to be written, read and understood quickly, so only include the important details C and avoid saturating your message with unnecessary information.

6. Proofread every message

Always check your emails before pressing Send. Read and re-read your email a few times, preferably aloud, to ensure there are no spelling or grammatical mistakes. And never just rely on the auto spell-check; spell-checking software doesn't always understand the context of your writing and can throw you off with incorrect suggestions.?

Happy emailing.

Read our blog post on business writing tips

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