Writing a professional email that is open-minded and flexible can help you communicate effectively with different audiences, avoid misunderstandings, and build rapport. In this article, you will learn some tips and techniques to craft clear, courteous, and adaptable emails that suit your purpose and context.
Before you start writing, think about who you are writing to and what you want to achieve. Consider their background, expectations, preferences, and needs. For example, are they familiar with the topic or do you need to explain some terms? Are they formal or casual in their tone? Do they prefer concise or detailed messages? How do they respond to feedback or suggestions? Knowing your audience can help you tailor your email accordingly and avoid offending or confusing them.
By using statements that express your openness and willingness to discuss different perspectives. e.g." I appreciate your input, and I am willing to consider different perspectives." By offering different alternatives to solving a particular problem. e.g. "I understand that there may be A, B and C approaches to this issue, and I am open to discussing them further." Use words like "could", "might", and "possibly" in your emails to convey flexibility. e.g. "I might be open to modifying the quotation based on your budget."
Use a clear and relevant subject line Greet the recipient by name and introduce yourself if needed State the purpose of your email and why it matters Provide only the essential context and details Show your willingness to listen, consider, and adapt Close with a polite and action-oriented phrase Sign off with your name and signature block Proofread and check your writing with tools like Grammarly or [Hemingway]
The subject line is the first thing your recipient sees and it can influence whether they open your email or not. Therefore, it is important to make it clear, relevant, and informative. Avoid vague or generic subject lines that do not indicate the purpose or urgency of your email. For example, instead of "Hi" or "Update", use "Request for feedback on project report" or "Reminder: deadline for invoice payment". Also, avoid using all caps, multiple exclamation points, or misleading words that might sound spammy or aggressive.
A polite greeting and closing can set the tone for your email and show respect and appreciation for your recipient. Depending on your relationship and the level of formality, you can choose from different options. For example, you can start with "Dear Mr./Ms./Dr. LastName" for a formal email, or "Hi/Hello FirstName" for a casual one. You can end with "Sincerely/Best regards/Thank you" for a formal email, or "Cheers/Thanks/Have a great day" for a casual one. Remember to use the correct spelling and punctuation for the names and titles of your recipient.
The body of your email should convey your message in a clear, concise, and courteous manner. Use simple and direct language, avoid jargon and slang, and check your grammar and spelling. Organize your email into short paragraphs, use bullet points or numbered lists if necessary, and highlight the main points or action items. Be polite and respectful, avoid blaming or criticizing, and use positive or neutral words instead of negative ones. For example, instead of "You failed to submit the report on time", use "The report was not submitted by the deadline".
In my experience, writing in a clear and friendly way gets your point across when most likely your recipient will scan your email because they don't have time to comprehensively read it. Propose solutions in bullet points near the top of the email and use open ended language ("explore...", "consider...", "let's discuss..." to suggest ideas instead of writing "we should do this...". Always ask for their input and perspective at the end of the email and proof read your email before you hit send.
Writing a professional email can be challenging, as you need to show openness and flexibility without compromising your goals or expectations. This can help you to avoid conflicts, build trust, and foster collaboration. To do this, you could ask open-ended questions that invite feedback or input, such as "What are your thoughts on this proposal?", or use modal verbs like "could" or "would" instead of "should" or "must". Additionally, try using tentative language that expresses uncertainty or doubt, such as "perhaps" or "I think", rather than definite statements. Furthermore, you can soften your statements by using hedging words like "some" or "a few", instead of absolutes like "all" or "none".
Before you hit send, proofread and review your email to make sure it is clear, accurate, and appropriate. Check for spelling, grammar, punctuation, and formatting errors. Make sure you have included all the relevant information and attachments. Read your email aloud or ask someone else to read it for feedback. Imagine how your recipient will react and feel when they read your email. If you are not sure, wait for a while and read it again. If you are satisfied, send your email and follow up if needed.