We are already well into the Digital Age – millennials and professionals alike increasingly rely on communication through some form of media, such as text messaging, direct messaging, and email. At Alfano & Company, we too rely heavily on email correspondence. But as society adopts new conventions and standards change, how can we write the perfect email that is both polite and professional? 

The Intro

Don’t be afraid to start off friendly. Begin with words like “Hello [First Name]” – while this seems basic, holding true to the conventional standards of etiquette is a sure fire way to start out on the right foot with whom you are communicating. The way you address him or her is just as important. Be sure to use the proper title of the recipient, such as “Father” or “Dr.” when appropriate. When in doubt, do your research before simply assuming their title. A simply Google search can tell you all you need to know!

The Body

Mirror their style. Have you communicated with this individual before? If so, did they use a formal style in their correspondence? Or did they lean towards a more casual tone, possibly even using emojis? Whatever their style, mimic it. 

Be clear and succinct. The purpose of your correspondence should be stated within the very first sentence of your email. As your writing progresses, remember that less is more.  Show respect for the recipient’s time by avoiding asking unnecessary questions, especially those that could be answered with a bit more research on your part. 

Be personable. Although your primary goal is always to be concise, by briefly and appropriately mentioning any mutual connections you may have, you can begin to build a rapport with the recipient. If you two have met before, though, feel free to include something from your last conversation as you would with a friend. Bringing to light these connections and other areas of common ground can help you to build connections and thus succeed in your field in the long run.

The Conclusion

Conclude with a plan. Ensure the reader that you are aware of what is expected from you by briefly summarizing previous meetings or phone calls. If there is a need, set up a time to follow-up instead of vaguely concluding with “We’ll talk.” Adhering to deadlines enhances your credibility, so, in short, do what you need to do in order to complete the job! Once you are ready to conclude, use the term “regards,” but feel at ease to tailor your concluding words as your comfortability with him or her increases.  

Email correspondence is no doubt crucial to the advancement of your business – but it’s not the only factor in determining its success. Your business’s financial needs should be of utmost importance, so click here to see how our business can help yours.