Writing Email is a very important skill in your study, job search and career development. Knowing the rules below will help you write professional and well-written emails.
1. Make the title clear, easy to understand
- The title will determine if anyone has opened the emailimmediately, because just read the title as the recipient has grasped the main content of the letter.
- A lot of people often underestimate the importance of the title, so put the title over the loudspeaker, or sometimes do not specify the purpose of the letter. For example, a letter of application or an internship, but you do not specify which position you are applying for. You should know that a company can recruit a lot of positions so they need to sort right from receiving email, not opening a CV to see what position and then save.
- Therefore, please read carefully the recruitment information for the title required by the specific syntax, if not required, you should present the full title 3 elements: Full name _ Position of recruitment month.
- Note that your cover letter or CV cover letter should also be marked with this syntax and there is no mark to facilitate the employer’s record keeping process.
2. Use professional email addresses
- Creating an email more professionally is also an important principle. If you are working for an agency, use your organization’s email to create a sense of trust and professionalis . However, if you work independently (freelancer), you should consider more in order to set yourself an email name.
- The email address should include your name so that the recipient knows exactly who sent the message. Never use the email you set up from student time with the nickname too “teen”.
3. Think carefully before deciding “Reply All”
- It is possible at work, you will receive mail messages sent to many people at a time. But, remember that no one (including you) wants to receive a 20-fold response letter to class.
- So, to avoid trouble for the recipient, consider carefully before selecting “Reply All”, unless you really think everyone on the list needs to receive that email.
4. Take advantage of email signature.
- Email signatures are an indispensable part of today’s modern work environment. In fact, the recipients’ credentials will be doubled when they read an email that ends with a specific signature, and the recipient is also easy to contact as needed without having to spend time searching. back up your information.
- Therefore, a perfect signature content will provide basic information such as full name, contact information, location, school / company … make it easy for the reader to “locate” who you are. and from where.
- When creating a signature, you should also pay attention to fonts, colors, sizes, images attached … to ensure aesthetic factors.
5. Avoid greetings too intimate
- Do not use everyday expressions or intimate greetings in the office, such as “Hey” or “Hi friend” … These phrases will make sense lack of respect for the recipient. It is best to mention the recipient’s name in the Hotmail, however, not to shorten their name, say “Hi Michael” instead of “Mike” or use other common and neutral ways. like “Dear Michael, Dear Mr. Son … “
- In case you are emailing an organization, for a partner that you think is older than you, use expressions to show respect for the character. In summary, you should understand the role and content to transmit to use flexible greetings by different groups and purposes.
6. Limit the use of exclamation points
- Many people have a habit of putting a lot of exclamation points after each of their sentences. This leads to the e-mail becoming too “emotional” (sometimes giving the impression that the writer is ordering the reader) and lack of professionalism.
- Therefore, you should use exclamation points only when absolutely necessary.
- If you want to use it, you should use only one exclamation mark to express your excitement and limit your self-control loss even when you are overly angry.
7. Humor in place
- Often, the funny things that make me laugh when I say it again can become so cruel and no longer funny it is written. The humor that lacks the gesture of the speaker as well as the facial expressions can lose its true meaning, causing others to misunderstand.
- So, with professional-looking exchanges, it’s a good idea to leave the humor out of the email unless you know it well.
8. Pay attention to cultural differences
Unawareness in work often arises when we are not clear about the culture, the style of work between cultures. When writing emails, these disagreements are more likely to happen because we can not see each other’s body language. So adjust your message based on the recipient’s culture and how well you know about them.
One key rule to keep in mind is that for high-context culture, such as Japan, Arabia, or China, people always want to know about you. Decision to cooperate to do business. When exchanging emails with partners from these countries, try to provide accurate information regarding you, accompanied by referrals and health inquiries.
Conversely, for low-context culture such as Germany, the United States or Scandinavian, you can go straight to the issue right away, with as succinctly as possible.
9. Reply all emails, even if it’s a mistake email
- It is difficult to answer all the emails that have been sent, but try to do so, even for emails sent to you by mistake. If you try to place yourself in the wrong mailer’s place, you will appreciate receiving an email replying that you have made a mistake.
- Answering an email is not necessarily about the nature of the work, but it also demonstrates a culture of communication, goodwill towards the sender – especially when the sender interacts with you, such as a co-worker. , the boss, the industry, …
- In the case of receiving a mistaken email, you can reply as follows: “I know you are very busy but it looks like you have sent the wrong email to me so I want you to know this to be able to send back. email the correct recipients “.
10. Re-read email before sending
- Spelling mistakes are one of the things that should be restricted when writing emails, because with just a few spelling mistakes, recipients may judge you as sloppy and unprofessional and this can be detrimental to the company. job.
- Do not rely too much on the automatic spell checker of your computer. Instead, take the time to reread (or read aloud or read through) a few times before clicking the “Send” button.
11. Enter the address only after the email is ready
- Not often emails are accidentally sent while you have not finished writing and have not spell checked. Therefore, please remember to enter the recipient’s email address until you are really sure of the content you have just edited. In addition, you should practice the habit of deleting an email address when responding to an email and only if the email is ready to be added to the recipient’s address.
- You should also carefully check the email address of the recipient to avoid being a “wrong email” sender as in rule 9. An important letter, if sent wrong, will happen. Serious mistake.
13. Note how the email is presented
- The layout of an email is something you should master in the palm of your hand to show your professionalism. For important and informative e-mails, highlight the greeting (s) to clearly identify the object to read the e-mail, highlighting key information (such as flight or meeting schedule, etc.) and do not forget to delineate the lines presented in the email, making it easy for the reader to grasp the main points in the message.
- Emai writings are long and unbearable, with no line breaks, down lines will make the reader tired to read your mail, and if it is an email job, you have missed the opportunity to score points from ” the first look”.
- The trick for you is to email the word before and align everything neatly and then “paste” into the mail offline. Some common parameters for you to refer to and adjusted by: Paragraph – Spacing Before, After: 6pt, line spacing: 1,5 lines depending on the length of the email, and use the standard font and familiar (Times New Roman, Arial …) with a size of about 10-12.
14. Limit the use of words
- Just like jokes, expressions of “exclamation” that express emotions can mislead the meaning of the email you send. A simple example like “I want this report immediately and immediately” will make the reader understand that you are extremely angry.
- To avoid the unfortunate incident, the advice that Hotcourses Vietnam is for you is to read the email before sending it. If you feel that your tone of voice is too “sour”, then the recipient will feel the same way and you should correct it accordingly, because the words can “wind” fly “the words of each word you will always be there.
- Another note is that you should limit the use of negative adjectives such as mistakes, failures, bad ones … Also, do not write what you do not want others to know, nor write down What can hurt other people? After all, every email can be “forwarded”, so be cautious rather than regret it.