Six steps to successful communication via email

Billions of emails are sent every day. Whichever industry you work, this form of electronic communication is almost inevitable.

Email marketing is an important tool to build loyalty and trust in your brand.

It helps the process of building relationships with potential clients and current customers.

As email communication continues to be a valued method of exchanging messages, the following six steps will support you in successfully communicating well via email.

  • Don’t overcommunicate

Many offices may be guilty for over-using emails. It is suggested you talk in person about a particular topic compared to discussing everything purely over an email.

Understandably, people feel more comfortable when information is written. Therefore, have your face-to-face conversation and follow up with an email to confirm you have all the points discussed covered.

  • Make good use of subject lines

The power of a title is underestimated.

By ensuring the subheadings within your email, particularly the subject header, you can transform how readers decode your message.

Think: When someone reads your email, can they scroll through and clearly find the information they would like to gather?

  • Be clear. Be concise.

Similar to the above two points, being clear and to-the-point in your communication will make a world of difference to the receiver.

  • Be polite

An obvious point if you are keen to make a lasting impression, but the lack of politeness in an email can say a lot about an individual.

Your manners, speech, and behaviour all have an impact on someone’s experience of you and the brand you represent. Politeness is crucial.  

  • Check your tone

Politeness is more focused on the language of your email whereas tone is influenced by punctuation. (The format of an email supports the tone too, but we’ll focus on punctuation for today).

If your desire is to emphasise a point, use an exclamation mark!

Short sentences are good if you would like your email to be snappy. They are.

Try reading your email aloud before ‘send’ is selected to ensure you have effectively used punctuation.

Understandably, we are all passionate about our job thus we may forget to breathe when typing. A simple comma, for example, can influence the tonality of an email.

  • Proofread

You may have a career in writing, but occasionally mistakes will be made.

Read, then re-read your email before sending. Time may limit your ability to do this, but would you rather send an email which is accurate and represents you well? Or would you prefer to send something rushed and inaccurate?

You know the answer.

Syn-Star supports the growth of UK businesses by providing reliable computer and telecoms solutions. Contact us today, and book a FREE I.T. audit, by clicking here.


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