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 “SRYâ€ or “PLSâ€ 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 “Hiâ€ and continue with a message or startÂ with “To Whom it May Concernâ€ 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.
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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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