Electronic mail - email has been serving as a popular means of written communication in the modern working environment. Because of that popularity, people are also more easily "bothered". Most of us feel uncomfortable when receiving a large number of emails every day - with long, confusing content that could be simpler and to the point, or with a catchy subject line. more meaningful.

TITLE

Avoid using vague email subject lines like “Notes from Project No. 2 Meeting”. Describe the main idea you want to convey in five words or less: “Final Workflow on Project #2”. If working in a team, team members can also choose a common name or short code for the project such as “P2: Final Workflow”. It's important to write an email subject line that's easy to understand, simple, and concise.

LANGUAGE

Write as you speak. Use a casual and conversational tone rather than overly rigid and theoretical sentences. This not only makes your email more friendly and accessible, but also makes the content concise, easy to read and remember.

 

ENCOURAGING QUOTES

Encouraging statements should come naturally after the email's opening greeting (Hello, Hi or Dear). Gentle encouraging words via email will make the atmosphere of the conversation more comfortable, like saying thank you or acknowledging someone's efforts. With requests and suggestions, always say "please". With a job well done, don't forget to add at the end of the email an encouragement "Good job!".

LIST THE PROBLEM 

Instead of listing dozens of problems that need to be solved, each email should only present one or two problems. If you have too many requests and suggestions in one email, bullet point the brief points. Always remember: each issue needs to be expressed clearly and straight to the point. Specifically, indicate who is responsible for the task and when it needs to be completed.

  CONCLUSION LINE

Don't just end your email with a signature. A good conclusion serves two purposes: Summarizing the content set out in the email and leaving the recipient feeling satisfied. “I appreciate your help with this”, “Let me know what you think about this.” It is a reminder that you are waiting for a response to the issues you have raised.

Notes when writing and sending emails 

Some things to note in writing your emails to be more professional and attractive to recipients include:

Think carefully before writing 

When preparing to write an email, take 1-3 minutes, maybe even longer, to think before starting to write. Most importantly, you need to ask and answer some important questions such as:

Why are you sending this email?

What is your goal when sending this email?

What do you expect to receive from the recipient?

Does this email really need to be sent?

Identifying these issues through questions helps you avoid wasting time while writing. In particular, it helps you determine where to start and how to deploy your email.

Write simple, concise emails 

When developing your content, keep it short and simple. This helps readers easily understand the issue you want to convey and does not waste their time.

Use the Subject line 

Use the Subject function to create an outstanding email subject line and avoid being viewed as spam. Set the title according to the previous instructions for engaging content. The Cc and Bcc features are also useful tools, helping you conveniently send the same content to multiple people.

Set an email structure 

Applying the correct structure that JobsGo shared earlier when writing emails is the key to creating a professional email in the mind of the recipient. This not only helps them perceive the reliability of the information content but also increases the professionalism of the email.

Avoid confusing words and structures 

When writing emails, avoid using abbreviations and write concisely. Using personal language can make it difficult for readers to understand the message you want to convey, especially when sending emails to customers or partners. The email structure also needs to be built with a beginning and an end, avoiding clutter, missing subjects, or reversing the content, to ensure professionalism and effectiveness in conveying ideas.

Always double-check emails before sending 

One last important note in writing emails is to always check the content of the email before pressing the send button. Instead of automatically sending immediately after composing, make it a habit to re-read the content to detect and correct errors or inaccuracies that may appear. At the same time, make sure to check the number and content of attachments, as well as verify the recipient's name and email address before pressing send. This will help you avoid unwanted errors.