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 Top 6 tips for writing a professional email

Emails are one of the most important means of professional communication with various individuals and companies around the world. It allows the ability to send one message to a large number of recipients at the same time, and in our time there is no one who does not have an email on one of the popular sites such as Gmail, Outllok, Yahoo and others. Email differs from other means of communication in that it is mostly used in professional circles, which makes writing and drafting its content difficult for many, and a challenge many are looking for an escape from. In today's article, we have collected for you 6 simple and important tips that will help you write a professional email in a short time and without much effort in thinking and drafting.

First: Write a good title.

The function of the header in emails is to summarize what will be mentioned in it as well as to draw the attention of the recipient of the message. Make sure to take the following tips into account when writing your email address: 

• Do not leave the address field blank, your message will be redirected to your spam or spam box. 
• Choose the appropriate words that express the content of your message. For example, you can include a specific date if your message is a weekly report. Or write a request. Or specify when the recipient of the message should respond to you. Take a look at the following two sentences.

Second: Ensure clarity and brevity.

E-mails should be brief, conveying the information or request correctly and directly, and include all relevant information. In the event that you have to write an email with several topics, requests or ideas, make sure in this case the following:

• Use short and direct sentences. 
• Leave appropriate spaces between the different ideas and do not combine them all into one long paragraph.
•  In the event that there is an idea far from the general subject of the message, in this case you can send another email with a different address.

Third: Use a tactful approach.

Messages express your personality and professionalism, and therefore you should be very careful in choosing the appropriate words to convey your message clearly and understandably, in addition to formatting it in a comfortable and easy-to-read manner, as the format used in most emails is as follows: 

• Start by greeting. 
• Write a sentence in which you thank the recipient for their work, or wish them well. 
• State your purpose in the body of the letter. 
• Write a closing sentence. 
• Finish with a salutation. 
• Write your name and job title (if they are not mentioned in the affixed signature). 
• Signature. 

Even if you are on good terms with the recipient of the message, be sure to always use a tactful manner in writing the email, as you never know under what circumstances he might need to forward it to anyone else.

Fourth: Take care of the recipient’s feelings.

Email steals our ability to read the people around us. Through their body language, we can determine their feelings, but you will not see the reaction of the recipient of the message if he misunderstands its content, or reads it in a hypothetical tone that does not reflect the tone in which it was originally written. When writing emails, make sure to put yourself in the recipient's shoes, and think how they might hear it? And not just how to read it. What makes you choose your words and sentences carefully.

Fifth: Make sure that the message is free of errors.

Finally, and before pressing the send button, you should check your email for spelling errors, poor linguistic structures, etc. Misplacement of punctuation marks may lead to misinterpretation of the message. 

Sixth: Do not communicate via e-mail constantly.

 The astonishing number of e-mails that an employee receives during their working hours is a source of great stress, as before you think about sending a request or information through e-mail, ask yourself a question: “Does the matter need to be sent by mail? e-mail?” You can use instant messaging with some professional apps like Slack, Google Hangouts, etc. to ask questions or send simple, self-explanatory information. Or, which are not of great importance, it makes no sense to send an email to your co-workers asking them what they would like to have for lunch.