If you want to get an answer to your emails you have to write some great content. But improving the quality of your email communication is about following guidelines, making good use of all the key phrases in your particular context, and making sure that your message comes across the right way.
If you’re using email for professional contacts you definitely cannot afford miscommunication because it can cost you a lot. That’s why we’re here to offer you some insight into the phrases you can use in your emails to improve your communication.
What Does an Email Consist Of?
The three main parts an email consists of are the subject, greeting, body and the sign-off. Here are some of the ways in which you can improve every one of these four sections so you can write better emails.
- The subject line of an email should consist of a few words and be a sum up of what the email is going to be about. You should avoid using one-word subjects because this way the reader won’t have an idea of the content of the email. The most effective emails have longer subject lines which are informative.
- The greeting at the beginning of your email should be: “Dear”, “Hi” or “Hello” depending on the person you’re addressing the email to and how formal you want it to be. For instance, if you don’t know the person you are writing to, you should start with “Dear Sir/Madam” whereas if it’s more informal you could say “Hi there”.
- The body of the email should consist of short paragraphs, in order to be easy to read. Also, using transition words will make the email sound more natural and flowing.
- The most common way to sign-off an email are: “Best wishes”, “Regards”, “Thank you”, etc. In case you want a more formal sign-off, you can use: “Sincerely” or “Respectfully yours”.
So, once you have the concept of how your email should start and end it would be way easier to write the content in the body. Make sure when you are sending your email, especially if it’s to an important person/instution that you are using a regular @hotmail.com or @gmail.com email address. You should use a custom email address for your business (if you have one) for example, email@example.com. This is very easy to set up and you can get this through providers like Domain Name Sanity.
How to Write Effective Emails
Before sending an email you should think about the message you are going to send and who is going to read it. Your message has to be customized to your audience.
After you decide what message your email is going to convey, you should do some brainstorming and write a short concept or take notes. This will be the skeleton of your email and will help you add content to the scheme you create more easily.
Also, what’s really important is the tone of voice you are going to use to write the email. You should avoid using jokes or sarcasm because in written communication, these may be misunderstood. If you aren’t sure which style to use, we always recommend a more formal style.
Always take your time to write emails and never do it in a rush, especially if you’re about to write a formal email. Writing emails for a job application, outreach emails or emails to some institutions should be well-thought, and it’s best if you consult someone before actually sending, if that’s possible.
Expressions such as “I am looking forward to hearing from you” and “Thank you for your time and consideration” are useful, as they tell the reader that you expect an answer or feedback from them.
Stock Phrases That Emails Can’t Go Without
Here are some phrases you can just copy and use to express yourself better in email communication.
If you are just starting your email communication with someone and you should use a more formal style, you can use the following phrases:
- I am writing concerning the…
- Please let me introduce myself…
- I was wondering if I could…
Some useful phrases which tell the recipient that you are available to further email communication and answering their questions:
- Should you have any questions, please do not hesitate to contact me. (formal)
- I would like to hear your opinion upon the issue and I’m available for further discussion. (formal)
- Feel free to contact me if you have any questions. (semi-formal)
- I am waiting for your opinion concerning the question. (semi-formal)
- I can’t wait to hear from you. (informal)
- Let me know if you have any questions. (informal)
The phrases which will come in handy if you want to express a call for action are:
- I would appreciate your help upon this issue. (formal)
- I would be really grateful if you could look into this matter. (formal)
- Could you please check this for me? (informal)
- Can you get back to me once you look into this problem? (informal)
Here are some semi-formal to informal phrases which will always be considered positive and can help you improve your email communication:
- Thank you for your patience!
- It’d be easier to discuss that in person.
- Always happy to help!
- When can I expect an update?
- Thanks for letting me know.
To sum up, the first step to establishing proper email communication is to set the tone of voice you are going to use. Brainstorming for some ideas in order to make a concept about how the email is going to look like is the second step to writing a successful email.
The email should always start with an informative subject line, a greeting to the recipient, a body with clear paragraphs, and a proper sign-off. If you get stuck and need ideas, just use some of the stock phrases which will enhance your email communication.