a guide to better emails

guide to better emails

 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:

The Timing

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.

For example:

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.

The Hello

Always start an email addressing the recipient.

I usually say Hello Mr. Last Name because I feel like Hi is too informal.

The Length

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.

The Lingo

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.

The Signature

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:

Macey Cleary

Marketing Intern

Robins & Morton

400 Shades Creek Parkway

Birmingham, Alabama 35209

205.439.8662

mcleary@robinsmorton.com

www.robinsmorton.com

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:

Macey Cleary
Auburn University
Freshman Leadership Program:
Executive Director of Development
Involvement Ambassadors:
Programs Ambassador
Phone number

 

**If you are sending from an iPhone, make sure to include Sent from my iPhone after your signature so if you happen to misspell something, the recipient knows you were typing on a tiny keyboard**

 

I hope these tips help you compose the perfect to the point emails!
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