With new technology and computers, customer service goes beyond face-to-face and over the phone contact. Now, you must know how to provide professionalism and customer service via email as well. Emailing is still fairly new, but it is becoming one of the most used forms of communication in the business world. Here is how to professionally write an email.
When writing a professional email, you want to always include a subject, and it should always be concise. It should convey what your purpose is for writing to them. It can be something as simple as “Thank You”.
No matter how short the email is, you want to have a greeting. It can simply be a “hello” or the name of the person that you are addressing the email to. Always put the greeting above everything else and include a comma after it, similar to how you would if you were writing a letter to someone.
You want to keep your email as concise as possible. Of course, some will require that you include more detailed information. However, you don’t want it to be too long because a lot of times people do not have the time to read a really long email, and will likely skim it for the important information anyway.
In order to remain professional, steer clear of any colored fonts or decorative ones that may be hard to read. These fonts can be distracting and take away from the message you are trying to get across. You also want to avoid the overuse of bold letters and italics. Never use all capital letters for your email because it can convey an aggressive tone to your message.
Do not make the mistake of using text abbreviations in your emails. Though it may be tempting, always spell out your words completely and use the correct grammar. To go along with this, avoid the use of any emoticons because they take away from the professional aspect of your email.
Just like the greeting, always include a closing as well. A brief “Thank You” or “Best” will do just fine for the closing.
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