Social Media Email Letter

Writing the perfect email: tips for business emails

Typos: Typos and spelling mistakes make a bad impression. Recipients realize that you haven't made enough effort to write. Proofreading: Before you send your email, you should read it through again from beginning to end to avoid embarrassing mistakes. Wrong salutation: If you misspell a name, mix up gender, or forget a title, you annoy the reader even before they get to the actual content. Full salutation: Before you write an email, check whether your contacts have titles that should appear in the salutation. Forgot attachment: Did you press submit too quickly? If you announce an attachment and then forget about it, you have to send a nasty second message afterwards. Check attachment: Before sending, check whether you have really attached the correct file in the latest version. Emotional tone: misunderstandings can arise in e-mail communication. Emotional language can therefore quickly lead to tension. Neutral tone: A neutral to friendly tone is the right choice in professional e-mails. This will ensure that your mail recipients receive the information benevolently. Nesting sentences: Complicated sentence structures cause confusion: information is misunderstood or overlooked. In a nutshell: Pay attention to clear and easy-to-understand statements. Facts can also be presented using lists. So they are easier to pick up. Abbreviations: If you use abbreviations, you run the risk of readers misunderstanding them or not at all. Recipients must either understand the meaning themselves or do research. When in doubt, they will just ignore the abbreviation. Tenders: The addressees are always the focus of your letter. If you do not use abbreviations, you will have more writing effort, but the reader can understand the information much more easily. Irony: To mean something different from what you say is very difficult to convey in e-mails. Irony can be easily misunderstood in written language. Get to the point: Write the facts as you mean them. In most cases, humor does not go down well, especially in business emails. Emoticons: Smileys, emojis and emoticons can help to clarify moods, but they seem rather unprofessional. Be friendly: You don't need pictograms to create a positive mood in an email. With friendly questions and statements, you show respect for the other. Bad formatting: If the text is badly formatted, reading is not fun. A confusing structure without paragraphs or line breaks can be annoying, especially on the display of a smartphone. Clear layout: A good text organization makes it easier for the reader to take in information. Those who can easily find their way around a text can concentrate better on its content. Exaggerated length: If at the end of an email you don't know what was written at the beginning, then this is a problem. In everyday office life in particular, there is often not enough time to read e-mails over and over again. Reduced to the essentials: some topics need longer explanations. However, even in the case of complex issues, try to reduce the text to the essential elements. In this way you can also give yourself more clarity about the topic. Unnecessary e-mail: If you are constantly checking e-mails for relevance, you have less time to deal with the really important content. Telephone call & personal conversation: Some issues can be clarified much faster in a conversation. The results of the conversation can then be summarized in an email. Ignore cultural differences: Not all cultures have the same manners. So the desire for brevity, which applies in this country, is completely out of place in Japan. Act internationally: When writing an e-mail, always be prepared for the addressees. If you focus on them - also internationally - and react to their manners, your business emails will also be well received.