Join LinkedIn Learning Staff Instructor for an in-depth discussion in this video Sending an email, part of Job Skills: Learning the Basics.
- [Man] Email is fast and efficient but you need to make sure email sent at work is professional. Let's look at what goes into a great work email. First up is to be clear about the purpose. Why are you even sending this email in the first place? Do you need a restock of chicken numnums at your store? You don't need to go into how delicious you think they are, just let them know a restock is needed. Take a minute and ask yourself what the purpose is so you can be clear and concise before you hit send. With the purpose in mind, write a clear subject line.
Help is not as clear as POS system is down. Whoever gets that email will know what it's about and what they need to do with it before they even open the email to read the rest. Next, make sure the email is easy to read. That means making your message brief, using language that fits the reader and simple formatting. Basically, you want to eliminate anything that could be distracting, like really long paragraphs, acronyms they won't understand, or colors that are hard to see.
Before you hit send, check you to see that everything is spelled right and that the information is correct. If you said you were attaching something, make sure the attachment is there. Just do a quick read through to make sure it's all right and ready to be sent. And finally, only send the email to people who need to read it. If the CEO doesn't need to know about the clogged toilet at your store, no need to CC him. This all goes back to the original purpose of the email. This is important stuff. It all boils down to making a great impression and trust me, people will remember you as a clear, concise, and professional emailer.
Use these tips and you're well on your way to making a great impression.