How to communicate professionally via email

If you run your own business or you are starting your own business it is important that you know how to appropriately type your emails.

The way you communicate can have a major impact on your business, if you don’t know how to communicate professionally with your clients or customers your business may not be as successful as it could have been.

 

email

 

Don’t Type in ‘All Caps’!

Did you know that, typing in capital letters is perceived as SCREAMING?

Imagine if it was you that received an email that read:

E.g. “THANK YOU FOR YOUR ORDER IT WILL BE DELIVERED IN 5-10 WORKING DAYS. BE SURE TO PRINT YOUR INVOICE AND SHOW IT TO THE DELIVERY MAN.”

It sounds like the radio was on too loud when they typed the EMAIL. RIGHT?

What else should you avoid?


Don’t abuse the use of exclamation marks!

To avoid sounding rude, make sure you never use too many exclamation marks, if you are not rude to people in their face, then don’t be rude via email either.  Don’t use too many exclamation marks!!!!!! Like this!!!!!

If possible don’t use exclamation marks unless you are stating something that is positive, see examples below.

E.g.

This good:

“Get a Free Gift Card when you spend $100 or more!”

This is bad:

“Send me my package now! Without delay!”

Honestly being rude will not get you anywhere, if you are nice to people they will want to help you. So if you did not know this, now you know, after all you don’t want people to say you “operate a business that has really bad customer service” or if you are writing an email for in representation of your business, remember that and be professional and polite.  Even with personal emails , if you are nice people are usually very helpful.

If you need to highlight a word or line of text because it is important, make it bold or use an underline, do not type in all caps. Or mention that it is important and say ‘thank you’ and ‘please’, people appreciate that.

Check spelling

Another important point is that you should spell check all your emails using the spell checker in the email application. It will not look very impressive if your customers receive emails that have spelling mistakes.


Sound Professional

Type great emails by being precise and to the point. You can use corporate companies as examples, the one’s that use professional looking emails.

Great communication is one of the most important steps in building a successful business that will be admired, recommended and respected.


Look Professional

Have a professional email created, include your company logo, business name, address, email, telephone number, website URL etc.

Use a good way to end your email message like; ‘Kind Regards’ or ‘Regards’ not ‘cheers’ or just ‘thanks’.

Did you know that ‘sincerely’ is used more in a personal letter or email when you know the person?

That’s right, so if you don’t know the person or they are customers that are not family, friends or close colleagues you should use ‘Regards’.

 

Happy email typing! Now you know how to sound professional and how not to turn leads into sales or sales into more sales!

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