Business Talk // How to successfully write a professional email

Let’s face it: Sometimes it takes me almost an hour to write a professional email. I triple-check names and potential grammar mistakes and review sentence structures several times to make sure that they are clear, to the point and correct. While this is probably not very efficient and far too time-consuming, it does highlights one thing that is very important to me: the art of writing an email.

Why? Because it shows a certain level of respect and sets the tone for future conversations. Nothing annoys me more than an email that has no greetings or goodbye and is full of grammar mistakes and typos. Obviously the sender didn’t care enough to spend 5 minutes on the email (I don’t expect one hour ;)).

Writing an email can be everything and nothing, but I think its importance is often underestimated.

A few tips to keep in mind when writing an email

• Receiver: Find out who you are writing your email to. Most of the time you can find the information online, otherwise I stick to the old “To whom it may concern”.

• Grammar is key: Make sure that you spell words correctly and that the grammar is on point. If you are unsure, double-check it with http://www.deepl.com.

• Write straight to the point: After I compose an email, I often go over it and see what words are just used to fill in gaps, such as “just/only/simple”, “maybe”, “perhaps”, “so”, “right”, and other expressions – they may feel natural and sometimes they give context, but in the end they are what the name implies: filler words.

• Replace wordy phrases with more efficient words: 1. Due to the current circumstances = because 2. At the moment = now 3. If this is not the case = if not

• Remove expressions that could be received as passive-aggressive: 1. As we discussed 2. Just a friendly reminder 3. If I have misunderstood 4. ASAP: If something is urgent, you should mention the specific deadline.

• Words I try to avoid: 1. Try: Don’t say you’ll try, stick to a specific word of action. 2. Think: Removing the word “think” will add confidence and conviction to your sentence (“I think we should do it this way.” or “We should do it this way.”). 3. Sorry/apologize: One of my biggest learnings! I often started an email with an apology for not getting back to them earlier or for other reasons, but that’s unnecessary and I removed it from most of my emails (unless I really have to apologize for a mistake of mine).

• Personal remarks: Even though it’s frowned upon by many, I think a friendly and personal greeting makes a difference. In times like these, I always ask how they are and if they are health or I finish my email with “Best wishes from sunny (or more often rainy) Vancouver. Especially if it is an international email.

Very important: Remove unnecessary words and expressions, but stay kind and approachable!

Are there any other advices you would like to share regarding writing an email? Please feel free to share your inputs here or on Instagram or Facebook.

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