Whether your emailing a colleague, sending out an all staff email, or a mass weekly newsletter, the person on the other end reading your emails may not be interpreting your message as you intended.
Check out 4 Ways Your Emails Could Be Sending the Wrong Message
1. Subject Lines
You want to be careful that your subject line does not cause your email to go directly to your recipients junk mail. If this happens, there is a very good chance they will never find it. Keep out of Spam’s way, with these few suggestions below:
– Avoid words such as Help, Percent off, Reminder, and Free.
– Keep under 50 characters
– Avoid exclamation points (!)
– Don’t use ALL CAPS
2. From Email
This may be more important to consider when sending out weekly newsletters and not so much your everyday email to a co-worker.
Does the recipient know who you are? Make sure your “from” email is clear to the reader. Do you have info@your company, or support@yourcompany? If you have just firstname.lastname@example.org , the reader may not recognize it is you and delete quickly.
3. Check Your Tone
When meeting someone in person, you are able to use hand gestures and body language to introduce yourself and set the tone of a conversation. However, in an email, this is not so easy. The words you use in an email can easily be interpreted either negatively or positively. Be aware when using bold type, exclamation points!, slang or humor as the reader may not understand your true meaning. How does the following sentence make you feel?
Sir, any time you can complete the task, THAT WOULD BE GREAT!
Does this sound like the sender is appreciative of your time and really means that whenever you have time to complete it, they would be grateful? Or do you think the sender is trying to say that they want you to complete this task now!
Check out this FREE downloadable software to help you check your email’s Tone. http://www.tonecheck.com
What are you using to sign-off on your email? These too can set the tone of an email and give the reader a negative or a positive feeling. I have listed just a few sign-offs and the meaning they create.
1. Thanks – short and very informal
2. Thanks so much – informal but sounds sincere
3. Best Regards – casually formal. I like this one because it can cover most situations.
4. VR or Very Respectfully – formal and could be used with job applications or emails to your boss.
Forbes offers many more email sign-offs with descriptions you can take a look at here: http://onforb.es/1fBUsTr