End with a closing. Thanks for getting in touch with me is a good one.
Wach yur speling (Watch Your Spelling)
How is your grammar? Mine ain’t great.
No txt spk plz (No Text Speak Please)
Do not add backgrounds, crazy font colours or music to your emails – PLEASE!
Don’t share your emails with other people without permission.
Do not forward chain mail or hoaxes to hundreds of people. Check snopes.com for hoaxes or watch the from email. An email from TD Bank from firstname.lastname@example.org is probably NOT real.
Please don’t mass email bloggers asking them to visit your blog or join your giveaway event or hop. In Canada it’s illegal to send emails without them asking for them to be sent. It’s bad business everywhere.
Remember emails do not allow you to hear the inflections and tones of people’s messages. Before you jump to conclusions and get upset, ask if you are understanding correctly.
If you are conducting your blog as a business and dealing with PR, Press and other businesses, at some point you will need to write professional sounding emails. You have to be serious and professional if you want others to take you as a professional. It’s easier when you are responding to an email that was sent to you first because you can use their email as a clue to what tone and level of professionalism your email should take.
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How to Write Professional Emails – General
Use correct spelling and grammar. Use the included spell and grammar check but read your emails again before sending as well because sometimes it won’t catch an error, especially if the word you typed wrong is also a word. e.g. you meant plain but you wrote plane.
Stick to actual words and not text speak. Before, not b4. That’s funny, not LOL. That’s great news, not WTG.
For an even higher level of professionalism, do not use contractions. e.g. do not instead of don’t.
NEVER TYPE IN ALL CAPITALS – IT MEANS YOU ARE YELLING
Stick to the point. Now is not the time to ramble about your day or complain about something. Only write what needs to be read by the other.
Include a professional looking signature (the name and contact info at the end of a message) with your email. NEVER write an email without at least a basic signature. Keep it simple and clean. Name, title, company, contact info, website. If you want to include a logo, make it a small version of it. Also be careful with quotes. Business quotes or general quotes about happiness or a balanced life are okay. Political, religious, sexual or silly quotes are not.
Use a common font (Times New Roman/Calibri/Arial/Verdana) and font size (12). NO stationary. NO excessive pictures.
Use a polite closing before your signature. Thank you for your time or I look forward to hearing from you work well.
Use proper subject lines. Your subject line is what entices the other person to open your email. Make it clear so explains what the email is about. Do not write in the first person. Try for 6-10 words.
Responding to an Email
Look at how the email is addressed to you and address it back the same way. If the email says Hello, you say Hello. If it says Hey, than you can use the informal Hey.
If it’s an offer and you are saying no, include something about being thankful for the email and to please keep you on their list for future work (unless of course, they keep sending spam offers and you don’t WANT to be on their list.)
If it’s an offer and you are saying yes, try to balance your enthusiasm for being a part of the opportunity with professionalism. “Oh my gosh, thank you for picking me!” is not professional. “I look forward to the opportunity to work together on this campaign” is better.
Even if the email has you feeling negative, keep your negative thoughts to yourself. Just state the facts you want to get across in a polite manner.
Writing a New Email
If at all possible, know the name of the person you are addressing and use it. Dear Mary or Hello Jim is better than just a plain Hello or To Whom It May Concern. It’s more personable. If the contact info did not include a name and you can’t tell from the email address than it is best to start with Hello. Stay away from generic openings such as Hello Owner or Dear Webmaster.
Introduce yourself first. This is a new contact and they don’t know who you are. Just jumping right into what you want is spam. You wouldn’t just walk up to a stranger and say “I want to work with you.” You would introduce yourself first. When you introduce yourself, use a professional title such as Content Creator or Owner or Writer as opposed to just blogger. Say your full name, your role and your website and if it isn’t glaringly obvious from your website or title, give a concise explanation of what you do.
Get straight to the point. The person you are emailing is just as busy as you are (maybe even busier) so if you want your email read, get to the point right away. It’s even better if you start of with what you can offer them, as opposed to what you want from them. Try to stick with 2-3 paragraphs. You can always add details later.
You need to declutter your inbox again? Why is it that we have trouble keeping our email accounts clean and we need to constantly set aside time to declutter our inboxes?
Your First Email Account
Do you remember when you first started using email? I’ve been using email since the 90s and I remember when I signed up for mailing lists JUST so I would actually have email to read when I checked it. I’d check it every day hoping for some email to read and respond to. I really could have checked once a week and gotten by. Now I check more than once a day and I still can’t keep up! How did we get to this point?
Email Marketing is the cause of most of our inbox woes. Businesses have realized that email marketing can be very effective and so more and more businesses have newsletters, many of which you sign up for as a second thought when you enter a giveaway or sign up for a freebie. Unfortunately if you don’t remember to cull everything you sign up for, it gets out of hand and you end up reading nothing.
Think about the emails you get each day, what types of emails do you get? Personal emails? Business emails? Newsletters? Notifications? Are most of the emails you get emails that you read? Or do most of them end up deleted or abandoned unread? Be realistic here. How many things have you signed up for either inadvertently or on purpose but that you just don’t have much interest in, or time to read yet you are still subscribed? If you get email notifications, are they helpful? If you are on the site daily, do you really need an email notification? Are your personal and business emails getting lost in your inbox?
Which System is Right For You?
There are different email systems out there designed to help you get a grip on your email and NOT get to the point you probably are now if you are reading this post. They are like self-help books though, reading about the systems and ideas will not solve the problem. You have to implement it and use it to see change. This is easier said than done. Your time is precious and you don’t want to implement a system only to find it doens’t work for you.
Inbox Zero was conceived thanks to Merlin Mann. The idea is that when you sit down to deal with your email, you process your inbox until either it’s empty or at least there is nothing in it left to be done. You respond to emails that need replies, archive important emails, add some to your calendar or otherwise process them.
This system was first introduced to me in the Personal Productivity Secrets book by Maura Thomas. (aff link) The idea is that you process the emails as they come into your inbox just like the above system. Reply and/or delete most of them, archive some but the ones that require you to do something go into a next action folder. When you sit down to do work, you go to your next action folder and work from that. An example would be an email with instructions for a blog post you need to work on. You don’t need to reply to it, at least not right now. You can’t just delete it. Perhaps you can’t just do the task right now as it will take awhile. So you put it in that folder and when you have time, you sit down to work on it.
This system requires discipline. It’s a great idea in theory (and I LOVE that book) but I found that I just added everything to my Next Action folder and when I sat down to do work, I never looked at the folder unless I had to and I never remembered to delete the emails when I was done with them. Next action should only be used for emails related to work you have to do before you can delete or reply to the emails. Don’t add emails you haven’t replied to there because you have to think or research something first before replying. You want as little in that folder as possible and you must do the work and cull it regularly.
The book tells you that if the action needed will take less than 2 minutes, just do it now. Only put in the Next Action folder those tasks that will take longer and you can’t do it right now.
Message Rules/Separate Folders
In this basic idea, you think about the types of emails you receive and create separate folders for those types of emails. Then you create message rules in your email program so when new email comes in, it’s automatically filtered into the appropriate folder. The idea is when you sit down to your email, you can go through each folder, or the ones that are important to you right now, and only deal with those emails. For example you might go through your business folder daily but your newsletter folder weekly.
This system can be good if you don’t get too many different types of emails and don’t get more than 50 emails a day. You have to be able to check at least some of the folders daily. Separate folders won’t help if they are all filled with hundreds of emails because you get too many or don’t check often enough. You also have to make sure you properly deal with the emails and don’t let them sit around after you’ve read or replied to them.
Whatever system you decide to go with, the trick is to stick to it! Good Luck!
While you are tackling your email accounts, keep these tips in mind:
Sort by Sender and look for large groups of emails from the same sender. Determine if you still want to receive those emails. If you have 10 unread emails from as far back as 3 months or more, than chances are you don’t REALLY need to keep those emails. Do what you need to in order to stop receiving those type of emails. Unsubscribe from the newsletter, turn off notifications etc.
Sort by Subject and look for large groups of emails with the same or similar subjects. Do the same as above.
Sort by Date (most recent first) to go through the rest. As you open each email, try to deal with it immediately. The goal is to not close an email and leave it there if at all possible. If you don’t need it, delete it. If you need to reply to it, do so. If it contains important information like registration details, make a folder called archive and put it there. But ONLY put VERY important emails you need to keep long term in there. If you need to do something else before you can reply, do it if you can. If you can’t take action right now because you have to do something first that takes a while (write up a review, check with someone else, decide on something etc.) than either leave it in your inbox for now or transfer it to a separate folder to deal with.
If your inbox is REALLY bad (whatever you consider really bad but I’d say over 500 emails for sure) and even after deleting groups of the same type of email you are still overwhelmed and don’t know what to do with it all, make a separate folder called inbox 2 under the regular inbox and move EVERYTHING from your inbox into that. Then you can start fresh when new things come into your inbox but you can still use search to find what you need from your inbox 2 folder. (in the image on the right, you can see I apparently need to make an inbox 3 and start over AGAIN!)
I Need Help!
I don’t personally use these resources but I found a few things you might want to try out. If you use them, let me know in the comments!
Mailstrom – Free trial or paid subscription service. You give it access to your email account and it loads your emails and allows you to delete, archive or unsubscribe in batches. Free trial loads up to 5000 emails and lets you process up to 25% of them. Unroll.me – easily unsubscribe from newsletters and subscriptions on your account. Works for web-based mail (Outlook.com including Hotmail, MSN, and Windows Live, Gmail, Google Apps, Yahoo! Mail, AOL Mail, and iCloud.)