How Not to Write an Email
I receive examples of poorly written emails almost daily. And I never refer business to these folks.
Their unprofessional communication skills make me wonder, “If they are sloppy when emailing me, what will they be like with clients?”
Using a SmartPhone is not an excuse to send a poorly written email with typos and lacking a salutation, closing and your name. An email is not a text message.
When you send a poorly written email, your reputation is at stake. You only have one chance to make a great first impression. Don’t blow it with a sloppily written email.
Here’s one example of an improperly written email similar to one I recently received, most likely typed quickly on a Smart (or dumb in this case) Phone:
“I’m looking for a marketing internship. Do you know of any companies seeking interns?”
Here’s how it SHOULD HAVE BEEN WRITTEN:
I’ve noticed your books and thought you may be aware of companies looking for marketing interns. I am a recent college graduate with a degree in Marketing. I appreciate any assistance you could provide as far as contact names and phone numbers or email addresses.
Thank you very much for your time.
See the difference? The top email is like spam and shouts, “I’m too lazy to write this properly”. The bottom email is personable and professional – the sender took the time to write it properly, something that will most likely lead to a positive response.
To prevent you from losing business and harming your priceless reputation follow this advice (if you are in business, or looking for a job, I should not have to tell you this):
>Always include a proper salutation (opening) and the person’s name. For example, “Dear Bill,” or “Hello Sara,”.
>Include a specific subject line so the recipient does not have to waste time guessing the reason for your email.
>Type a proper close, such as “Best regards,”, with your name after it.
>Include your company name and your contact information (phone, email, website, etc.) so the person can easily get in touch with you. I can’t tell you how many businesspeople email me and don’t include their phone number in their email, forcing me to search for it if I want to contact them.
>Finally, Spellcheck your message and double check it for errors before hitting “Send”.
Your emails should always be professional. You need to know how not to write an email so that you know the mistakes to avoid.
What drives you crazy about emails? Do you have additional tips on how not to write an email?
Kirt Manecke is the author of the award-winning books Smile: Sell More with Amazing Customer Service, and Smile & Succeed for Teens: Must-Know People Skills for Today’s Wired World. Learn more about Kirt on his website.