In today’s world we don’t only need to know how to communicate properly in person, on the phone, or on social network websites but we also need to master the art of an e-mail. How you present yourself in an e-mail is important because the person on the other end has nothing else to judge you off of (unless they have met you before and in this case you want to make a stellar second impression). You may not think that a quick e-mail has a large impact on your image, but in reality it does. I know that every time I receive a poorly composed e-mail all I can think about is how many mistakes I can find and I lose sight of what is actually important.
The purpose of an e-mail is convenience and speed, so don’t over think it. The simpler, the better:
*Keep the e-mail short and to the point. Ever open up an e-mail only to see five large block paragraphs? Yes, we all have. And what did you do? You probably skimmed it. No one wants to read a long e-mail, it’s kind of overwhelming.
*If you are replying to an e-mail, make sure to answer all the questions that the other person asked. If they have to ask you again, they might start to get a little annoyed. Also, try to pre-empt any future questions you think they may have. The more prepared you appear, the better impression you will have.
*Check your grammar and spelling. If your e-mail doesn’t have spell check, type it up in Word first. Also, it is always a good idea to have someone else proofread an important e-mail before you send it (and you should always read it over one last time yourself before sending it).
*Try to answer as soon as you get the e-mail or as quickly as you can.
*Keep the e-mail easy to read with a clean structure. Use small paragraphs and leave empty blank spaces between the paragraphs.
*Avoid using CAPS. It makes it seem like you are yelling and no one likes to be yelled at.
*Stay away from abbreviations or emoticons (no matter how cute they are).
*Don’t discuss private information through e-mail. Even if you are sending an e-mail to a private address, it’s still the internet and nothing is ever private on the internet.
*Use a meaningful subject line. The recipient should be able to figure out what the e-mail is about just by reading the subject.
*Lastly, use a signature at the end of the e-mail that includes your contact information. E-mail should never replace face-to-face contact so give the other person a way to contact the real you.
These are very basic guidelines that should help you to write a typical e-mail, but if you find yourself with more questions check out these 101 e-mail etiquette tips (if you can’t find the answer to your question there, I think you’re in trouble or just paranoid!)
Now, go practice your ‘lipstick confidence’!