If you’ve ever received a message that starts with “per my last email,” you know it can feel a little off. But what if you’re the sender and you’re genuinely just following up? How can you do that without sounding passive-aggressive? Writer Sara Kurczyńska says it’s possible to strike a professional yet friendly tone in your business emails. It all comes down to email etiquette.
This begins, she says, with a clear and concise subject line. Continue with a greeting like “Hi [Name]” or “Good morning [Name]” and then get into the body copy. Finally, she recommends ending with a closing phrase that leaves a warm impression. You could use something like “Thank you” or “Look forward to working together.”
In this issue of PromoPro Daily, we share some guidance from Kurczyńska on writing work emails that allow your friendliness and professionalism to shine.
Don’t email when you’re upset. It’s best, says Kurczyńska, to give yourself time to calm down. Otherwise, your emotions could cloud your judgment and result in a harsh-sounding tone.
Keep the tone professional. Avoid overly casual language, which may not be appropriate for a work-related email. Instead, Kurczyńska suggests keeping your message respectful and courteous.
Respect cultural norms. You may need to adapt your language and content to keep your message considerate of cultural differences. People have varying expectations about formality, greetings and overall communication style, Kurczyńska says.
Be concise and clear. Keep your message focused and to the point, Kurczyńska says, avoiding any unnecessary details or cumbersome explanations. You may want to use bullet points or numbered lists to organize everything.
Check for errors. Remember to proofread before you hit “send.” Kurczyńska says this shows you care about the message itself and the recipient. Try to limit your exclamation points, which can be perceived as overly enthusiastic or unprofessional.
Don’t say “please” too much. If you’re requesting something, it’s appropriate to include the word “please.” However, Kurczyńska says if you use it too often, it may come across as insincere.
Think twice before hitting the “reply all” button. Kurczyńska advises asking yourself if everyone on an email chain really needs to see your response. If your message is primarily for 1 person or a select few people, she suggests using the “reply” function instead.
Review the emails you send and observe how others communicate. With practice and attention to detail, you can ensure your messages maintain a professional and friendly tone.
Compiled by Audrey Sellers
Source: Sara Kurczyńska is a Poland-based contributor to the Selzy blog. Selzy is an email marketing platform for small businesses.
