According to several studies, as much as 60-90% of business communication is non-verbal, including body language and, of course, emails, which have become an integral part of everyday business in recent years. And why not? Email is a quick, easy form of communication, allowing salespeople and other business professionals to stay in contact with a large number of clients, customers, and prospects without much effort. However, we have noticed that many of these salespeople and business professionals do not take proper care when writing emails.
Remember, just because email is a quick, easy form of communication doesn’t mean you should not take the time to properly compose each and every email you write. If not written well an email may come across as unprofessional and may be incorrectly interpreted.
Business Communication Tips: How to write Professional Emails
- Professional: Remember, email is still a form of business communication. You should act as a professional.
- Be Careful: Be careful about what you write. Unlike phone calls, emails can be forwarded and shared. Do not write anything that you would not want others to read.
- Be Yourself: Many business professionals have a habit of overthinking emails. You should write as you speak. Do not use big words to make your email sound smarter.
- Jargon: Avoid using jargon and overused phrases.
- Spell Check: Emails nowadays have spell check. Use it. Nothing looks less professional than spelling errors.
- Jokes: You are not a comedian. Do not try to be one in your emails. More often than not, your client will see jokes as annoying or worse, offensive.
- Brevity: Longer is not always better. Do not take 5 sentences to say what you could in two. Get to the point!
- Recipient: Not only should you double check the spelling of the recipient’s name, but you should also double check the gender. Remember, Chris, Terry, and Jo are names used by both men and women.
- Save Emails: Be sure to save important emails. These could be useful later.
- Know you Audience: Know what your recipients like and don’t like in emails.
- Be polite: Always use good manners!
- Phone: If you cannot say everything you want in an email, pick up the phone and give your client, customer, or prospect a call. No one wants to read a 4-5 paragraph email.
If you have any questions about Business Communication Tips, please contact Advanced Communication Solutions by calling 1-800-750-3624 or visit BuyTelephoneSystem.com today! You can also follow Advanced Communication Systems on Facebook, Twitter, LinkedIn, and Google+.
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