{"id":138,"date":"2017-02-13T08:48:21","date_gmt":"2017-02-13T08:48:21","guid":{"rendered":"https:\/\/minerva-online.pt\/2017\/02\/13\/escrever-bons-emails\/"},"modified":"2021-04-26T08:56:29","modified_gmt":"2021-04-26T08:56:29","slug":"escrever-bons-emails","status":"publish","type":"post","link":"https:\/\/minerva-online.pt\/en\/escrever-bons-emails\/","title":{"rendered":"8 Secrets to Writing Good Emails"},"content":{"rendered":"
The way we communicate as professionals says a lot about us\u2014and about our company. Discover some essential secrets to writing good emails!<\/strong><\/h5>\n\n\n\n

Emails are an important and indispensable communication tool between coworkers, clients, and suppliers.<\/p>\n\n\n\n

It\u2019s almost impossible to get through an entire day without using email\u2014especially with the mobile revolution, which keeps us permanently connected or at least gives us the option to be.<\/p>\n\n\n\n

Precisely because it has become so commonplace\u2014because it\u2019s quick and efficient, and because of the constant need to shorten communication (not to mention some gaps in education)\u2014we often stop giving written messages the special and personalized attention they deserve. As a result, mistakes and miscommunications happen. And the worst part? We\u2019re often not even aware of it.<\/p>\n\n\n\n

Sometimes we come across emails that are poorly written, immature, offensive, unclear, or even irritating. In fact, a 2013 study<\/a> by Sendmail, Inc. found that such emails lead to tension, confusion, and other negative outcomes for 64% of workers. Just imagine the impact on sales! Food for thought, right?<\/p>\n\n\n\n

That\u2019s why it\u2019s so important not to underestimate the value of writing or replying to an email\u2014it\u2019s a reflection of your professionalism and plays a key role in shaping your company\u2019s image.<\/p>\n\n\n\n

With that in mind, let\u2019s explore some key points you should never overlook when writing an email.<\/p>\n\n\n\n

1. Use a professional email address.<\/h3>\n\n\n\n

If your email address is from your teenage years and looks something like sweet-tola20@exemplo.com<\/em>, it\u2019s time to create a new one.<\/p>\n\n\n\n

Don\u2019t worry about losing contact with people still using your old address\u2014you can set up automatic forwarding to your new one.<\/p>\n\n\n\n

Avoid using name abbreviations, exotic terms, references to football teams, or movie characters. Your email should project a professional image. Try something like firstname.lastname@example.com<\/em>instead of toninho@example.com<\/em> \u2014go for antonio.silva@example.com.<\/em>.<\/p>\n\n\n\n

Also, if you\u2019re not using a company email (which is recommended if you own a business), opt for a modern provider. For example, choose Gmail over something outdated like Telepac. Using an old domain might suggest stagnation or lack of innovation\u2014definitely not the message you want to send.<\/p>\n\n\n\n

\"8<\/figure>\n\n\n\n

2. Always fill in the subject line.<\/h3>\n\n\n\n

How often do we see emails with no subject? Too often. Even if you think the body of the message is what matters, or you\u2019re trying to be quick, you should always fill in the subject line. Why?<\/p>\n\n\n\n

Because if you don\u2019t, it may come across as if your name alone should be enough to make your message seem important. This can come off as arrogant or, at best, careless. A well-written subject line is a valuable opportunity to inform and persuade your recipient.<\/p>\n\n\n\n

When writing the subject, avoid words like \u201curgent\u201d or \u201cimportant.\u201d If it\u2019s truly urgent, you should probably be using a faster form of contact, like a phone call. Also, what\u2019s important to you might not be important to the recipient.<\/p>\n\n\n\n

Be clear and concise, so the recipient understands the content of your email right away.<\/p>\n\n\n\n

\"8<\/figure>\n\n\n\n

3. Structure your ideas and text.<\/h3>\n\n\n\n

Always remember that a professional email is a formal document. Avoid abbreviations, slang, or emoticons. Don\u2019t try to rush\u2014invest time in writing well. It makes a differen<\/p>\n\n\n\n

Start by outlining your points and organize your content into paragraphs, one idea per paragraph. Use blank lines to separate them\u2014dense, blocky text is off-putting and intimidating, and it\u2019s one of the main reasons emails get ignored.<\/p>\n\n\n\n

Format your email to make it easy to read. Keep the same font throughout, capitalize the first letter of every sentence, and maintain a clean, organized structure. You don\u2019t want to seem careless or distracted\u2014associate your communication with precision and correctness.<\/p>\n\n\n\n

\"8<\/figure>\n\n\n\n

4. Don\u2019t overuse capital letters or punctuation.<\/h3>\n\n\n\n

We get it\u2014you\u2019re excited to share good news! But writing in all caps makes it look like you\u2019re yelling at your recipient and seems rude and unprofessional.<\/p>\n\n\n\n

There are other ways to highlight information\u2014bold or italics, for example. But even these should be used sparingly. Don\u2019t format your entire email in bold, and don\u2019t combine bold, italics, and underlining all in one section. You don\u2019t want your message to look like a carnival flyer!<\/p>\n\n\n\n

Likewise, six exclamation points won\u2019t make your message more compelling\u2014quite the opposite. Stick to one exclamation mark, and remember that an ellipsis only has three dots. Pay attention to spacing too: add a space after punctuation, not before.<\/p>\n\n\n\n

\"8<\/figure>\n\n\n\n

5. Pay attention to attachments<\/h3>\n\n\n\n

Always mention attachments in the body of your email.<\/p>\n\n\n\n

Also, take care to give your files appropriate names. Choose short, descriptive names, and avoid using spaces or special characters. Use hyphens instead. This prevents your recipient from receiving a file with an unreadable name.<\/p>\n\n\n\n

Whenever possible, send attachments in a non-editable format. For example, if you created the document in Word, send it as a PDF. This ensures that formatting stays intact and that the document isn't editable or accidentally changed.<\/p>\n\n\n\n

\"8<\/figure>\n\n\n\n

6. Be polite.<\/h3>\n\n\n\n

When we talk face to face, body language, tone of voice, and facial expressions help us interpret what\u2019s being said.<\/p>\n\n\n\n

With email, we only have words\u2014so tone can be easily misinterpreted. Word choice, sentence length, and punctuation can all be misunderstood.<\/p>\n\n\n\n

So, always assess the emotional tone of your email. If something could be taken the wrong way, rewrite it more clearly.<\/p>\n\n\n\n

Also, don\u2019t skip basic politeness and courtesy\u2014even if your message is short and direct. Words like please and thank you often get left out, as do the recipient\u2019s name and a greeting. A simple \u201cGood morning\u201d makes a difference.<\/p>\n\n\n\n

Here\u2019s a clear example:<\/p>\n\n\n\n

Bad example:<\/em><\/h5>\n\n\n\n

Carla,<\/p>\n\n\n\n

I need the report here by 5 p.m. today, or I\u2019ll miss the deadline.<\/p>\n\n\n\n

\u2013 Ant\u00f3nio<\/p>\n\n\n\n

Good example:<\/em><\/h5>\n\n\n\n

Hi Carla,<\/p>\n\n\n\n

Thank you for your hard work on the report. Do you think it would be possible to send your version by 5 p.m. today, so we can meet the deadline?<\/p>\n\n\n\n

Many thanks!<\/p>\n\n\n\n

\u2013 Ant\u00f3nio<\/p>\n\n\n\n

See the difference? One more tip: always add the word many<\/em> when saying good morning or thank you. For example, say \u201cmany thanks\u201d<\/em>or \u201ca very good morning\u201d<\/em>. It conveys<\/em> positive energy and helps<\/em>set a warm tone.<\/p>\n\n\n\n

\"8<\/figure>\n\n\n\n

7. Use an HTML signature.<\/h3>\n\n\n\n

Include your name, job title, company, and phone number\/extension in your email signature. When applicable, also include links to your social media, website, or blog.<\/p>\n\n\n\n

This gives recipients easy access to other ways of contacting you and acts as a discreet, polite self-promotion tool. It\u2019s like a digital business card and adds credibility to your email.<\/p>\n\n\n\n

Just keep it simple\u2014avoid large or cluttered designs. Don\u2019t include motivational or religious quotes, as these may be misunderstood or unwelcome.<\/p>\n\n\n\n

\"8<\/figure>\n\n\n\n

8. Don\u2019t assume what you write is confidential.<\/h3>\n\n\n\n

Here\u2019s a good rule of thumb: praise in public, criticize in private.<\/p>\n\n\n\n

Never write anything you wouldn\u2019t want published publicly with your name on it. Email is not secure\u2014it can be hacked or accessed by your company\u2019s IT department, for example.<\/p>\n\n\n\n

Even more importantly, everything you write is recorded and could be used later. Avoid putting impulsive opinions in writing\u2014spoken words may be forgotten, but written ones stay.<\/p>\n\n\n\n

\"8<\/figure>\n\n\n\n
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Without a doubt, the way your team communicates contributes to your company\u2019s overall success. It\u2019s important for communication to be consistent and professional to reflect the quality and credibility of your brand.<\/p>\n\n\n\n

So, take a little more time with your next email!<\/p>\n\n\n\n

Do you have a tip you\u2019d add to this list? Share it in the comments!<\/p>","protected":false},"excerpt":{"rendered":"

O modo como comunicamos enquanto profissionais diz muito a nosso respeito, e a respeito da nossa empresa. Conhe\u00e7a alguns segredos … <\/p>\n

Ler mais <\/i><\/a><\/p>","protected":false},"author":2,"featured_media":147,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[7,6],"tags":[],"acf":[],"_links":{"self":[{"href":"https:\/\/minerva-online.pt\/en\/wp-json\/wp\/v2\/posts\/138"}],"collection":[{"href":"https:\/\/minerva-online.pt\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/minerva-online.pt\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/minerva-online.pt\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/minerva-online.pt\/en\/wp-json\/wp\/v2\/comments?post=138"}],"version-history":[{"count":0,"href":"https:\/\/minerva-online.pt\/en\/wp-json\/wp\/v2\/posts\/138\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/minerva-online.pt\/en\/wp-json\/wp\/v2\/media\/147"}],"wp:attachment":[{"href":"https:\/\/minerva-online.pt\/en\/wp-json\/wp\/v2\/media?parent=138"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/minerva-online.pt\/en\/wp-json\/wp\/v2\/categories?post=138"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/minerva-online.pt\/en\/wp-json\/wp\/v2\/tags?post=138"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}