We all are working in a different work atmosphere. Each one of them demands a specific medium of communication. The usual medium of official communication is via emails. This practice has been adopted for small and large enterprises across the world.
We live in a world where English speaking and writing skills is prioritized for a professional or business relationship. It is considered that English is a language, which allows career paths and businesses globally.
Most of us use email as a primary source of communication in our offices. Writing emails at the professional front is much different than casually writing emails to friends and families. Professional email writing needs a great balance of words, sentence structure, and the right kind of emotion to it. First of all the choice of words is very important as it can change the entire mean of the context.
Why is it important to use correct words in Professional emails?
When we write an email to our colleagues, it is important to make sure the words do not conflict with their interests. It is important that we get each other’s support and therefore, our email writing skills should involve all the etiquettes.
Why is the correct sentence structure important in professional emails?
The sentence structure engages and keeps your colleague in focus while discussing or communicating valuable information. Also using simple sentence structures are extremely important. These things will help your colleagues to read the most important information in a short amount of time. It will also help them to respond or react positively
How to use the correct emotions in Professional emails?
As humans, we have a natural tendency of expressing desperation, frustration, and defensiveness. It is important to eliminate these emotions while writing professional emails. It is also recommended to have a good frame of mind while writing professional emails.
How to write professional emails to different teams?
As we work with different teams in our offices, every team tends to have its own style of communication. Sometimes, it may also require one or two email interactions to understand the correct way of communicating with different teams.
Therefore, it is important to keep our email writing simple and less complex in words. Also, when writing professional emails, don’t waste many words in building up and concluding your professional emails. Arriving at the context as quickly as possible will provide a quick understanding of the problem or requirement.
We often tend to communicate the emotion first and then gradually arrive at the context. This approach ideally puts the reader in a confused state of mind as it lacks a clear point of view. This often creates uncertainty and resistance before even the topic is discussed.
Poor writing skills can also engage in unwanted discussions and conflicts between readers. Therefore the professional emails should serve a clear purpose with relevant facts and figures.
Another important aspect is to avoid writing professional emails when you are angry, upset, or even hungry or emotionally driven away. These situations tend to reflect our writing style and we tend to lose the actual context and focus of discussion. It also tends to reflect desperation and defensiveness at times.
Therefore, it is better to read and double-check your emails before sending it to anyone. During the review process of your emails, the tone, emotion, and spellings can be improved
Once we have achieved our desired communication and equally arrived at results, courtesy of acknowledgment is equally important. We have seen in many organizations, that people tend to forget to acknowledge once the objective has been met. This is one of the problems that we see across many organizations. In professional attire, every colleague is equally important to each other; therefore, essential email etiquettes should be followed.
In the current age of our work culture, we have also become a specie of multi-tasking. Having said, we also tend to work with different colleagues who belong to different countries and backgrounds. This is where English writing skills play a vital role in the unified language of communication.
Usually, there is a difference in how we think and write in English. Often many of us speak a different language, and we tend to translate our native language to English. Unfortunately, this creates a lot of issues towards interpreting the scenario
We also tend to miss or skip the words in the sentences, which have been already thought of. However, this is not the problem with the mind but it is how fast we type words or sentences while writing emails.
Proofread your emails and when to use punctuation marks?
Proofreading is another important aspect of professional email writing. Proofreading will eliminate all types of grammatical errors and will also improvise the sentences. If you cannot accurately review your email for grammatical error or spell checks try using a free proofreading tool available online
Punctuations are an integral part of any English writing skill. How to use punctuations in English Writing:
- Full Stop (.) – This is used to show the end of a sentence.
- Question Mark (?) – It is used at the end of the sentence to show a direct question.
- Exclamation Sign (!) – The exclamation mark is used at the end of a sentence to show surprise and excitement
- Comma (,) – It is used to give a slight pause in the sentence or divide separate parts of a sentence to make the sentence clear and easier to read
- Apostrophe (‘) – The apostrophe has two, and only two uses: to show possession and to indicate the omission of letters or numbers.
- Quotation Marks (“) – The quotation mark is also used to designate speech acts in fiction and sometimes poetry
- Colon (:) – The colon is used to separate two independent clauses when the second explains or illustrates the first.
- Semicolon (;) – A semicolon is most commonly used to link (in a single sentence) two independent clauses that are closely related in thought.
- Without the right punctuation, the ability of reading is not only impacted but makes it impossible to read any sentences.
What is the best way to improve professional email writing skills?
To keep your professional email writing skills updated try using some important English Proof Readers. This will also help you to focus on high-quality writing style
- Prewriting Aid
- Grammar Check
Most of these tools have self-learning capabilities and they are backed by complex technologies, which makes writing and proofreading easier. They also suggest a variety of sentence structuring, helps improvising the grammar, correct spellings, spelling rules, suggest punctuations, and overall consistency of writing.
Professional Email writing tips:
- Use of right words for a specific context
- Use a Correct tone of voice
- Use the right emotion or a neutral emotion
- Use right Punctuations
- Ensure consistency of tenses and writing style
- Review spellings & grammar
- Ensure proof reading task is carried out effectively
We understand during work, it gets extremely challenging for all of us to keep our professional writing skills in check. But, this is not difficult anymore, as we can easily use technology to improvise our English writing skills.
Today every professional and personal relationship is treated or judged on how we speak and write. Spoken words are managed easily. But, this isn’t the case in written communication. Written communication is far more superior and important in everyone’s career and life.
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