Tip 1: a good e-mail address
Your emails will only come across as credible if your email address looks professional. Usually name and / or first name are used for this. A less good (read: wrong!) E-mail address such as “firstname.lastname@example.org” is therefore out of the question for formal e-mail traffic!
Tip 2: add a subject
It is important to give a relevant title to your email message. In this way the recipient knows immediately what it is about and whether it is reliable.
Tip 3: an introduction and conclusion
Just like with a letter, it is necessary to address the recipient at the beginning of the e-mail (dear, dear,…), but it is also important to close the mail nicely. Often it is concluded with “Kind regards”.
Tip 4: include your contact details
By providing your contact details, the recipient can quickly get back to you if, for example, there are questions on your email. This is also referred to as an email signature.
Tip 5: Pay attention to spelling and grammar errors
Many underestimate its impact, but we can only emphasize it: read your e-mails carefully before sending them. Writing errors make an unprofessional impression! Another thing that many people often forget: capital letters and punctuation marks. The same spelling rules apply here as with letters, respect that!
Tip 6: be unambiguous in layout
Do not use different fonts in one email, as this looks amateurish. Choose a single, neutral font. You can of course put something in bold or italics to emphasize. As long as you don’t overdo it.
Tip 7: avoid text message language
Many people use abbreviations in text message language so much that they sometimes use it with emails too. Not done! Write out all words as they are.
Tip 8: use paragraphs
Dividing your email into paragraphs makes it easier for the recipient to read.
Tip 9: don’t make your text too long
Stick to the essence of what you want to say in your email. Many people just don’t get started when an email consists of a hundred sentences.
Tip 10: be careful with attachments
It is important that you inform attachments in an accompanying e-mail that documents are attached. It is best not to paste the attachments into the e-mail itself, but add them in a separate attachment. When pasting in the mail itself, formatting is often lost.
Tip 11: keep control of your inbox
When you send e-mails, you can usually also expect e-mails back. Try to answer your messages on time, so that your inbox does not become too full and recipients feel that you are really working on it.