Writing More Professional Emails

In an office, each work-related email is a miniature writing sample that tells the recipient about your communication style and level of professionalism. Subpar professional emails can undermine your reputation and, in extreme cases, damage your chances for advancement. Fortunately, improving your emails only takes a small investment of extra time.

Proofread

If you do just one thing in the pursuit of more professional emails, it should be proofreading. An email that is riddled with typos and misspellings instantly communicates sloppiness, carelessness and a lack of professional pride. Before you send a message, read it carefully to look for mistakes. If you struggle with spelling and grammar, paste the text into a spell-checker, but keep in mind that technology can only do so much. For important emails, ask a colleague for editing help.

Be Concise

Long, wordy emails are frustrating to read, decreasing the chances of a quick response. Make the recipient's job easier by pairing your professional emails down to the essential information. Include only what the person needs to know; if she needs additional details, she can follow up. Being concise benefits everyone involved — you spend less time writing, and your recipients appreciate the brevity of the messages.

Include a Call to Action

Each of your professional emails should include a call to action that tells the recipient what to do next. Do you need more information? Should the person take action on a project or task? Use specific language to explain what you need, and detail exactly what you want the person to do. Whenever possible, try not to include more than one call to action per email. Limiting the calls to action makes it easier for the person to comply with each request. Multiple questions or requests can overwhelm the reader, increasing the chances that he forgets something as the email gets pushed to the bottom of their inbox.

Avoid Inflammatory Language

When it comes to professional emails, it's always best to avoid saying anything that might be offensive or misconstrued. Once a work-related email leaves your device, you lose control of its trajectory. Remember that anyone can read an email once it has been sent — the recipient might accidentally forward it to your boss, leave it up on a computer screen or pass it on to a gossipy colleague. Keep that in mind as you write, and choose words that you wouldn't be embarrassed to hear read aloud in front of the office.

You don't need to be a literary master to write professional emails — all it takes is brevity and attention to quality. Once you master the process, you can save time and increase your chances of getting a satisfactory response.

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