Emails are a common form of communication these days, and knowing how to present yourself when writing a message can help you advance your career and make effective contacts. Writing a clear, succinct presentation will increase the chances that the recipient will read the message carefully and respond to it in sequence. Avoid the most common mistakes to stand out from the crowd.
Steps
Method 1 of 3: Getting Started Well
Step 1. Write the subject clearly
The recipient should have a good sense of the message's content even before opening it. Be direct and straight: a long subject can be boring for the reader. For an introductory email, it is perfectly acceptable to write, for example, "Introduction - Your name".
- Write the subject first. A common mistake is to leave the subject for last, end up forgetting and send the email with it blank.
- Mobile devices usually only show 25 to 30 characters of the subject, so be brief.
Step 2. Open with a professional greeting
Don't start with "Hello" or "Hi". Start with a greeting typical of professional environments. Avoid using the person's first name to greet them.
- "Dear Miss/Mrs. or Dear Mr." – If you're not sure about the marital status of the woman you're talking to, choose “Mrs.”
- "To Whom It May Concern": should only be used if you do not know who will receive the message.
Step 3. Introduce yourself
Your first sentence should be an introduction. This allows the person to associate a name with the rest of the message.
- "My name is…"
- Present your title, if you have one. If you have several, don't make a list. Speak only of the most relevant or important.
Method 2 of 3: Being Concise
Step 1. Explain how you got the person's contact
Let the recipient know how you got their email. This helps show that you have sought the appropriate means to get in touch.
- "Your office manager gave me your email address."
- "I found this email address on your website."
- "That person said I should get in touch with you."
Step 2. Talk about the last time you met (if you did)
Triggering the person's memory can lead to more involvement on their part.
- "We spoke briefly at last week's conference."
- "I called you yesterday."
- "I saw your lecture at…"
Step 3. Share a common interest
This can help you interact better with the recipient and also prevent the message from being too formal or cold. To determine what interests you have in common, you may need to briefly research the person. Possible search points include Facebook, Twitter and LinkedIn.
- Let the person know where you discovered the information so that it doesn't appear that you are investigating or stalking them.
- If possible, choose an interest that has to do with your professional side, such as a common field or a company.
Step 4. Explain the reason for your contact
Don't stall and get straight to the point. Nobody is going to read an email that has several paragraphs stating only irrelevant things. Be clear and straightforward about what you want and why you are contacting the person. If the objective is to ask for advice or anything else, consider beforehand whether the request is reasonable, especially if this is your first contact with the person.
- "I'm interested in learning more about…"
- "I would like to meet you when possible to talk about…"
- "I wanted to know your opinion about…"
Step 5. Focus the email on just one subject
Talking about various things can cause the person to lose interest in you or forget the reason for your contact. Just ask for one thing and be concise.
Method 3 of 3: Saying Goodbye
Step 1. Thank the person for their time
No one likes reading emails, so don't forget to thank the person for reading yours. This simple courtesy can greatly improve a person's mood and increase their chances of getting an answer.
- "Thanks in advance for your time."
- "Thank you for taking the time to get this message."
Step 2. Request a reaction
Ask the recipient to reply to the message, call, think about your proposal, or anything else that gets them involved. Asking a question is also a great way to increase engagement.
- "Contact me when you have time."
- "We can meet for lunch if you like."
- "What do you think of…?"
- "I await your reply."
Step 3. Finalize the email
When sending an email with professional content, say goodbye gratefully and concisely. A simple greeting can maintain professionalism and express your gratitude.
- "Graciously,"
- "Thank you very much,"
- "Thank you for your attention,"
- "Grateful,"
- Avoid things like "Hug, " "Kisses, " "Spoken", "Peace, " or "Thank you for your consideration."
Step 4. Include your signature
If you haven't set your email address to have an automatic signature on every message, end with your name, title, and contact information. Don't go overboard and put in five phone numbers, two email addresses or three websites. Keep it simple and choose your best email or phone number for the person to contact. Avoid including quotes in your signature.
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- Jose Silva
- [email protected]
- (11)5555-1234
- www.sitedojosesilva.com
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Step 5. Review the email
Before clicking “Submit”, carefully read what you have written at least twice and correct any errors you find. Since the email will likely be your first contact with the person, you need to make the best possible impression. Grammar and spelling mistakes will make your email look unprofessional.