In social media chats, the spontaneous back-and-forth rhythm we’re used to is vastly different from the earlier plan, same goes with writing an email, more self-contained messages that most professionals expect in the office. If you’re going out with a group of pals, you should expect a lot of quick questions and quick edits on the spot. You don’t need to give a lot of background information because you’re usually texting someone you already know about a common interest.
Write a meaningful subject line.
Give your reader a cause to open your letter by writing a subject line that appropriately reflects the content before clicking “send.” A subject line that isn’t clear or blank is a squandered opportunity to inform and persuade your reader. Remember that your message isn’t the only one that your receiver receives. It will be easier for a busy professional to determine whether or not your email is worth reading if the subject line is clear.
Keep the message focused.
Make sure your message is proofread, especially if you’re asking someone to do some work for you. You appear to be shouting if you use all caps, whereas you seem to be a lazy adolescent if you use no caps. People will react in the same way regardless of your intentions. Write a few sentences separated by blank lines. Unbroken text blocks are uninteresting, if not intimidating, for most individuals. Take the effort to organize your message to be easy to read. Do not use fancy fonts. Do not depend upon bold, colossal font.
You will probably obtain faster results if you copy-paste the most significant part of the document into the body of your message rather than forcing your reader to download an attachment and open it in a separate tool.
Identify yourself clearly.
You’d probably say something like, “Hello, Ms Wordsworth, this is Sally Griffin” if you called someone outside your group, someone who wouldn’t recognize your voice. A formal “Dear Ms Wordsworth” salutation isn’t necessary for regular office communication. We expect lots of back-and-forths when sending a text message to our buddies. On the other hand, professionals who use email don’t like getting a cryptic message from someone they don’t know.
Be kind Don’t flame.
Before you hit “Send,” think about it. Save a copy, get a coffee, and imagine that one has posted your email before your door tomorrow morning if you feel yourself writing in a fury. Would your colleagues and friends be taken aback by your mannerisms or demeanour? If you kept your calm, disregarded the trap when your correspondent turned on you with personal insults, and clearly stated your position (or recognized your mistake, or begged for a rethink, etc.) would they be impressed?
Take the effort to make your communication look professional if you’re asking someone to do the job for you. While your spelling may not catch every typo, it will grab a few at the very most. Take the extra minute or two before hitting “send” if you’re sending out a message that will be reviewed by someone higher up the chain of command (for example, a superior or professor) or if you’re planning to volume dozens or thousands of people. Show a friend a draft to see if they understand what you’re saying.
Don’t assume privacy.
Criticizing in private is a beautiful slogan. Please don’t submit anything over email that you wouldn’t want to be posted in the break room with your name on it. Email isn’t safe to use. A curious hacker, a nasty criminal, and your IT team can probably read any email communications in your work account, just as random pedestrians can reach into a real mailbox and intercept envelopes.
Distinguish between formal and informal situations.
It’s OK to use “smilies” , abbreviations,” LOL for “laughing out loud,” etc.) and non-standard punctuation and spelling when writing to a friend or close colleague (like that found in instant messaging or chat rooms). Like eating cold pizza with a family friend, these language shortcuts are often indicators of cordial closeness. You’d create the appearance that you didn’t care about the meeting if you tried to share the same cold pizza with a first date or a visiting dignitary. In the same way, when your reader wants a more official approach, don’t employ informal language. Always be aware of the issue and write on time.
Open yourself up to your internet correspondents if you want to look professional and pleasant. Even if you say, “Sorry, I’m too busy right now to help you,” your correspondent won’t have to wait for a response.