12 Rules of Writing Emails Professionally and Effectively

PEM 101(Part 3): Rules Guiding Writing and Responding to Professional Emails

Business is serious. That’s why professional emails have rules. These rules will help you avoid the common blunders of email communication.

However, these rules are not set in stone. Take them as guiding principles for effective and professional email communication.

A.  Pay Due Attention to Your Grammar and Spellings

Trust me; nothing makes an email uglier than bad grammar and wrong spellings.

It may take you more time to look up words on your PC dictionary, but that time is worth it for professional emails. You should also turn on your word checker.

No matter how good your email is, it lacks professionalism if it contains grammatical flaws or spelling errors.

How to Contact your Clients Effectively Using Business Emails

PEM 101 (Part 1) : Tips and Templates of Writing Professional Emails

Business is tough. Competition is on the increase. A little mistake can make you lose  thousands of dollars.

As a business man, you cannot avoid writing and responding to emails. The way business- to-business letters or business emails are written is very unique. In business, you have an overriding goal – to make profit.

As a result, the heading, introduction, body, conclusion and signature of your business email have to be geared towards this objective.

We have discussed business email headings in a previous post under choose your email subject very carefully with other important aspects of business emails.

My objective here is to lay down the facts using ‘business email templates’. You can adapt these business email templates for your own use. All of these templates are real emails from some of the top organizations you know.

9 Tips You Need to Write and Respond to Emails Professionally

PEM 101 (Part 2) : Tips and Templates of Responding to Professional Emails

The Internet has subtly crept into modern life. Unfortunately, the advent of communication through emails has met many people unprepared. As a result, businesses lose big clients and grand projects due to ignorance of email etiquettes and the rules of writing professional emails.

Professional emails are neither written like letters nor text messages. They are at the middle. They are not as long and overly formal as letters neither are they as short and overly informal as text messages.

Below are 9 tips that would help you write and respond to emails more professionally and effectively:

1. Choose Your Email Subject Very Carefully

Time is very precious. Executives today receive hundreds of emails daily and often have little time to decide which of them is worth reading. So, ensure your subject is not ambiguous and is straight to the point, for example,

‘Request for Advertising Quotation’

Avoid using ‘URGENT’ or ‘IMPORTANT’ as subjects in professional emails. They are commonly used for spams.