Professional Emailing 101

I’m going to preface this module by saying if there is one thing I can’t stand, it is unprofessional emails. This can include, but not limited to: the way it is written, the lack of professionalism in a professional email, not addressed correctly, no clear point, messages wider than the Grand Canyon, and the list can go on and on forever. However, let’s start with discussing Tuesday’s Lab before going into Professional Emailing 101.

Tuesday’s Lab

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I’m going to start by saying that I had no idea about html before we started this course. However, its applications and how it all works is pretty neat! Going from a notepad of text and hieroglyphics to something that resembles what is above. Making lists, links, and set things it’s just overall amazing!

 

How to Email Like a Pro

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Now on to the meat of the article and why you all are here. As David Master’s said in his article “How to Write Clear and Professional Emails,”: “Email is the communication tool of choice for most of us. Email’s great because you don’t have to be available at the same time as your conversation partner to communicate. It allows us to keep projects moving when our co-workers are unavailable or on the other side of the world.”

He couldn’t be more correct. I personally have four emails that I use daily. The South email, a personal email, and two business emails. Emailing is the next best thing from a phone call to convey information. However, it can also be one of the greatest griefs in the business world. Let me explain.

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Whenever I sit down to write an email, I formulate what I’m going to say and the core message I need to convey. That way, when I actually go to write, everything is direct and to the point. I work roughly 50 hours a week and spend close to 23 hours on school work. Sufficient to say I prefer it when either friends or business constituents keep their conversations blunt and to the point. There is no room for fluff in communications, especially with how high speed and fast-paced our field is becoming.

But I digress. I’ve recently discovered (by going through our weekly lessons a bit early at the start of CA 260) on how to tag emails using certain keywords or the sender’s email. It has been a life saver for categorizing emails and going through junk from actual important information.

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Example How to Do It Right

Dear Dr. Sheffield,

I’m writing you in regards to class this Wednesday, February 21st. I have an appointment that I absolutely cannot miss. As such, I will need to leave our CA 260 course a little early today. I understand your policy on missing class, and if there is anything that I miss in class I’ll ask one of my classmates to fill me in on anything I may have missed. If I have any questions I will be sure to send you an email requesting a meeting during your office hours.  Thank you for your time and have a great day.

Sincerely,

William G. Chandler
CA 260-103

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Ok, that is the end of my rant for now. I hope you all learned a little something and will save future colleagues from the plague of fluffed emails.

 

Source:

How to Write Clear and Professional Emails
By: David Masters

 

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