People often view email as a less formal means of communication.
This can be true when emailing family members and friends, but in my experience as a public relations professional, it is always better to veer more toward the formal side when reaching out to someone concerning business. Here are a few things to remember when communicating via email:
Pay Attention to Spelling and GrammarÂ
We are accustomed to usingÂ abbreviations and shorthand when texting or communicating within the office;Â however this is not appropriate when emailing for business purposes. No matter whoÂ you’re dealing with, you should always check your spelling, grammar, andÂ punctuation. Shorthands like “SRY” or “PLS” are often notÂ taken seriously in an office setting. PresentÂ yourself via email in a way that lets theÂ receiver know you are intelligent, professional, and to be taken seriously.
Include a Subject Line
Always include a straightforward subject line that willÂ clearly indicate to the receiverÂ what the email entails. With an inbox overflowing withÂ incoming messages, it is easy to overlook a vague email with no subject. ByÂ including a subject line, you will make it much easier for the receiver to get to yourÂ message, and there is a greater chance it will be read and replied to.
Address the Receiver by His or Her NameÂ
I appreciate when businesses that reach out to me take theÂ time to find out who I am and address me by name in their emails. Emails that just say “Hi” and continue with a message or startÂ with “To Whom it May Concern” are impersonal and show a lack of initiative by theÂ sender to do a little research. I am always more inclined to answer an email when itÂ is addressed to me.
Leila (Khalil) Lewis’ career began in publishing, where she worked in marketing and editorial roles for business and lifestyle publications. Leila created Be Inspired PR in 2007, the first full-service public relations agency dedicated to the wedding and special event industry. Leila works closely with wedding and lifestyle brands, educating clients on marketing strategies, rebuilding corporate image, securing top-level media placements and helping them book new business.
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