In the business world, email is usually the main form of communication.
As a marketing intern, I was in charge of emailing some of the company’s most important employees, even the CEO.
When you are speaking with people of importance or anyone for that matter, you need to make sure you are short, sweet and to the point.
Here are some pointers to make your emails count:
Studies show that the perfect days to send an email are either a Wednesday or Thursday from 2 to 5 p.m.
Obviously, if you need to send a work email, you can’t wait for that perfect time, but if you can try to send it after Noon you have a better chance of it getting opened.
The Subject Line
No need for a mini-novel in the subject line, get to the point.
If there’s a main point your email is about, stick that in the subject line so if the recipient needs to refer to the email again they have searchable keywords in the subject line.
Marketing meeting notes from May 23
You have a date that can be used as a keyword and you distinguish the meeting as a marketing meeting.
Always start an email addressing the recipient.
I usually say Hello Mr. Last Name because I feel like Hi is too informal.
Short. Sweet. To the point.
No long paragraphs, don’t be afraid of the enter key.
Short paragraphs are easy to read, especially if you are busy and don’t have a lot of time to read a lengthy email.
Make sure you keep business emails professional.
I know #blessed and OMG are all the rage right now, but remember if you are sending a business email, you want them to think that’s a really mature intern not wow that’s just a sorority girl intern.
Plus, ALWAYS re-read over the email and spell check. It’s important to re-read the email because spell check doesn’t catch wrong uses of words like who’s and whose.
The Urgent Priority
When you need a response ASAP, you can hit the urgent red exclamation point, but you need to use that ! sparingly.
You don’t want the ! to lose it’s ASAP factor.
A signature can make you look more legitimate, people usually don’t know the names of the office interns but when they see “marketing intern” in your signature they’ll realize who they are talking to.
In your internship, the easiest thing to do is just copy a signature from someone else in the office.
This was my signature at my internship last summer:
Robins & Morton
400 Shades Creek Parkway
Birmingham, Alabama 35209
Robins & Morton – Safely Providing Quality Engineering and Construction Since 1946 | Engineering News Record Top 100 Contractor
Make your own signature:
First: Your name obviously
Second: The name of your position
Third: The name of the company
Fourth: Address, so if a client needs it they don’t have to ask for it
Fifth: Your office number, either direct or the main office number
Sixth: Your email listed again
Seventh: The company’s website
Last but not least: The company’s mission statement
Bolding and Italics can accentuate special things in your signature.
Here’s another signature example, my Auburn University signature: