How to write mail well ?
Your sentences shall create a Story in reader’s mind.
In the age of artificial Intelligence, it is very easy for us to prepare a write up for any matter whether it may be any kind of letter, application, or e-mail. However still I believe Human brain is more powerful than Computer.
To make the write up a fruitful one based on our requirement, circumstance, Community we have to apply our own word, own thought and own language. AI just produce a generalized write up but we have to think about our requirements based on our situation.
So well right now in our professional career we need to improve an absolute & advanced mail writing skill to present our thought process via our writing style.
Now a days may digital market are selling separate courses to improve this skill. In most of the start-ups this mail writing skill is very essential to improve their marketing & Sales. They continuously search for better mail writer.
In my professional society I find a good mail writer has a separate identity & dignity. Employees stat recognizing in a different look. Leadership position & senior management of front line industries have a practice to send beautiful mail write up on the occasion of Diwali, Dushera, Engineer’s day, Environment day, Labour Day etc.
Thus in addition to the base qualification if we aspire to improve the abovementioned skill and implement it in our day to day professional life then it will be a value addition in our career.
Clear and effective messages help build trust and integrity between the writer and the reader. Well written communication helps to define goals, identify problems and arrive at solutions.
Written business communication should be professional, clear and concise. You should realize just how important written communication is for the business.
Effective communication skills are important because they help keep a communication interesting, help the writer communicate with confidence and motivate the reader to understand the real problems. It also creates and establishes you as brand and your style in the mental image of the reader.
15 tips for composing Emails-How to write mail well
Everyday you may be writing mail. Below mentioned 15 powerful tips which not only better your email writing skill but also create a professional writer image among your workplace community.
1.Determine desired outcome first
In the beginning show your intent in you writing. Reader should understand what he/she need to do. Clarity is the key in your message. Clear the purpose of your email in the beginning sentence. It builds a mental image in the readers mind.
2.Quickly answers “What’s the point ?”
The main point of conversation shall be cleared early. Why it is necessary to write a mail to that particular person.
In professional set up we must be very specific. We must have the skill to articulate what is exactly required.
3.State benefits clearly
Once a person knows what benefits he/she will get, it starts acting. Once the benefits to the doers are clear then he/she will try to understand what you are saying.
4.Keep it Simple
Simplicity is best brand. The more you make it simple the more easier it will be for the doer. People take the first action to the Simple tasks. If your writing is difficult to understand then the reader will pass it and keep it side for future.
5.Stick to the Facts
Everyone likes reasoning. Reasoning comes after analysis of Data. When you present a reasonable outcome by your writing it influence the reader. It ultimately persuade to take action.
Try your sentences backed by Facts and correct data. That make the reader build a trust on you. Data make sense. Facts establishes logic and logic create trust and trust build brand.
6.Pretend Face-to Face Intro
Face to Face interaction are more effective. Ensure writing a mail after a healthy discussion with the doer. While writing ensure the readers shall imaging that he is talking to you face- to face. The conversation leading towards a solution.
7.Text message trick
Like in keypad mobile text message ,we are stick to the point. Write more specific and doable thing in your writing. Just write what you want him/her to do for you and why.
8.Avoid excessive complements
Initially use complement, however if you exaggerate it , readers find another sense about you. Keep it humble complement and focus to the point.
9.Be Personal
Make it personal. It may their task but ensure that you own it. It is your job to get it done.
The reader should find your enthusiasm on the particular topic. Ensure to show that you have made some homework in your writing.
Ensure a collaborative approach. Extend support from your side first.
10.Make it easy to be found
Make yourself available to discuss further. Mention your mobile number or email id so that anyone can connect you easily.
11.Use simple English
Don’t use difficult vocabulary to impress readers in other end. He or She will skip your message he/she not able understand what you want to say.
Use simple word and simple sentence to make others understand. The words shall be so particular and carry specific meaning. The readers should interpret what you want them to know.
12.Font matters
Try to use an eye-catchy font while designing your emails. It builds an interest in the readers mind to stay and look at your writing.
13.Formatting matters
If your paragraphs are properly justified and aligned with next para and size and length of all the line ,then it looks good and feels better to read what you write.
14.Minimize Questions
Try to minimize questions means no further questions raised in the mind of readers while reading. His/her mental questions shall be answered in your next sentence and this process shall be continued till end of the email.
15.Trimming of words
Trimming words means use specific and meaning word. For example us the “Excellent” in the place of ” Very Good”. You pass a better and effective communication by writing less number of letter in your email.
Benefits of Email Writing
- Creates an Impression to readers
- Defines your brand
- Establishes Loyal Relationships
Do’s and Don’ts of Email Writing
- Be concise
- Answer all questions
- Use proper smelling, grammar and punctuation marks
- Make it personal
- Use templates for frequently used responses
- Answer swiftly
- Do not attach unnecessary files
- Use proper structure and layout
- Do not overuse the High Priority option
- Do not write in CAPITAL letter
- Don’t leave out the message thread
- Read the email before you send it
- Do not overuse ” Reply to All”
- Do not use “Bcc”
- Take care with abbreviations
- Be careful with Formatting
- Do not ask to recall a message
- Do not copy a message or attachment without permission
- Do not use emails to discuss confidential information
- Use a meaning subject
- Use active voice instead of passive voice
- Avoid Phrases
- Manage Redundancies
Conclusion:
The more you write the more confident you become about how to write mail well.
Start write anything from today onwards. It helps you to understand your though patterns and arrangement of sentences of your own thought.
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