5 Tips To Make Your Email Communications Look Professional

I am a pixel police. I am anal. I can’t stand poorly-crafted emails.

It’s not just about the form. It says even more about how seriously you are taking your work. It is a reflection of your self-confidence. A poorly crafted email begs the question: Is this coaching business just an expensive hobby?

If your email communication doesn’t look professional, can you expect your clients, partners or vendors to take your seriously? Can you convince your clients you are really in business and they can trust you as a professional?

It is also a MINDSET thing. If you cross your t’s and dot your i’s in everything you do, you are taking yourself seriously – the right message you want to give your subconscious mind and send the universe about your business!

I have spent 9 years writing some 30 emails a day to Fortune 500 clients so may I say I know a thing or two in this department? Here are a few quick things you can pay attention to, to make your communication more professional:

#1 Include All Relevant Information and Go For Clarity

What really frustrates me is that someone mention a webpage a few emails ago in a thread and then make me go hunt for the URL. In any particular message, if you want your recipient to look at something, attach the file or include the URL – even if you have sent it before. First, you are saving her time and effort. She may not appreciate this little gesture, but she sure won’t curse her butt off if she has to go dumpster dive for a URL. Second, you are being specific about what she needs to look at so you can avoid potential misunderstanding that can take 10 more emails to fix.

Some people tend to skim on details when they write emails, so if you are confused or not clear, make sure you politely ask for clarification to avoid miscommunication. You are not going to sound dumb if you word it professionally.

#2 Don’t Forget Your Ps and Qs

Electronic communication doesn’t mean you can be abrupt. Although you can skip some formality, for people with whom you have a working relationship, I would veer on the courteous side.

This goes for clients, potential clients, customers, partners and even vendors. You are paying someone doesn’t mean you can be rude.

When you get an email inquiry, thank that person for reaching out! They don’t have to ask that question about your product, they can just move on and look for something/someone else.

#3 Fonts, Formatting, Spelling…

ok, I am saying it – no Comic Sans please! Set your default font to something professional-looking, and better yet, match your branding.

If you are writing a longer email, help your recipient out by formatting it for easier reading. Break the email up into shorter paragraphs 2-3 sentences each, and put a line space between paragraphs. Use bold/italics/colors sparingly to highlight key points, sections, or action items.

Most email programs do spellcheck automatically now so pay attention to those little red lines! Reread your email before hitting send is a very good habit.

I am not against abbreviations or emoticons once in a while, but please don’t make your email look like a text from a 14 years old.

#4 Be Succinct

Email is not the place to tell your life story to your professional contacts. Get to the point, and don’t rant!

If you find yourself spending 30 minutes writing 10 paragraphs… time to just say “when is a good time to get on the phone so we can chat about this?”

If a lengthy email is necessary to communicate logistics, refer to #3 on formatting.

#5 Your Signature

Include a short title, business name and  information on how people can connect with you – website, phone number, social media etc. Nothing too cute, and no need to tell people everything.

A small image is nice, but don’t overload your signature with pictures. If you have a nice-looking headshot, you can include it. If you are putting up a mug shot, it’s better to leave it.

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Simple enough, right?

If it’s not brain surgery, what makes it so hard for some people to “pull it together”?

The FEAR Factor!
How the Fear of Inadequacy Can Sabotage You

For some people who have a Fear of Inadequacy (with the limiting belief “I am not good enough”), not “having it all together” can be a way their subconscious mind is protecting them. In this case, you are subconsciously leaving yourself a “way out”, an excuse why things don’t work out instead of having to face the “reason” that you are indeed “not good enough.”

If you don’t put in your all, then you can say something like “oh, of course she didn’t buy the program, I forgot to include a link to the sales page!” If you put in every ounce of your effort, all you have left is to face the tough-to-swallow “fact”, validating that you are “not good enough.” (Of course, this “fact” of you not being good enough is created by your limiting belief and your fear, but it feels and appears real to you. That’s why you have to read on…)

What to do? Have no fear!

Now you have the awareness, you can call the fear out and see it as it is. Even better, you can take some actions to release this fear! Join me for this upcoming live virtual training, to see how you can Use Essential Oils To Release Fears!

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