5 signs of Impressive office Emails

In the age of the Internet, you might find yourself clicking "reply," typing up a quick response, and hitting "send" without giving so much as a thought about what you've just written. Your e-mail behavior has the potential to sabotage your reputation both personally and professionally.

There are too many pointers to be considered while writing office mails; however below mentioned 5 points are very important to make your email impressive.

1. Use a Meaningful Subject Line

This is the most important part of a professional email where many people ignore. The subject line is the first thing the recipient will come into contact. Note that the person you are writing to could be receiving hundreds of emails a day and so it’s imperative to make your subject line clear and brief.

Example: “Meeting date changed” is better subject line than “Regarding meeting”

2. Keep it short….in fact short and clear

Do you know who writes short emails? Here’s a brief list: people who are extremely busy and don’t have the time to write out a long reply. Also, people who have carved out about 15 seconds of their valuable time to respond to an email, who you can almost guarantee will never think of a particular email again after they have sent their response.

Example:

Option 1 (not good) If you don’t mind, when you’ve got a moment, would you please review the attached report and let me know what you think? I’d really appreciate any help or advice you could give.

Option 2 (Good) Please review the attached report and send your feedback. 

3. Avoid emotion or feelings in official emails

Do not spill out emotions, even if something is unfair, or if you're overwhelmed etc. Convey as little emotions as possible. Use straightforward, literal and polite logic. Using the wrong emotions at the wrong time can ruin your business emails – and have a negative effect on your business. That’s why being aware of your own emotions – and being able to manage them – is key. As is being aware of the emotions of the person you are emailing.

4. Do not convey any doubts, insecurity or bad tone.

 It’s incredibly hard to get the right tone across over email. Research shows people dramatically overestimate how often their recipients would correctly identify if their tone was sarcastic or serious or doubtful.

For example, don't use phrases like "I think," or "personally."

5. Carefully Mark To, CC and BCC

Mark CC only to relevant people. Some people have unintentional habit of marking CC to everyone they know within the organization. If possible, please keep only one person in [To] field, this is the person who is supposed to respond your email and other people in [CC] are only for information. It is advisable to avoid marking [BCC] in office mails.

There may be many other potential points to be considered in effective email writing. Readers are requested to write other pointers in the comment section.