Writing the Perfect Email Message! #RRBC #RWISA

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This is my motto, in ALL of my writing, whether it’s a full-blown book or just a teeny-weeny email…I would like to be known for my writing and my dedication to the excellence in the craft of writing, in everything I share in written form.

As a writer, everything that you put out should be your best, so today, I’m going to share a few tips on how to write the perfect email.  Hopefully, it will give everyone pause and then I’ll start to receive some works of art in written form in my email box.

*First, ensure that your subject line is in proper form.  I hate receiving email and the entire subject line is in all lower case letters.  You wouldn’t (or shall I say, you shouldn’t) begin a sentence with a lower case letter, so why would you invite me into your email that way?  If the subject of my email is “My Great Day!” that’s exactly how I am going to write it.  I would steer clear of “my great day!” You see, even with the exclamation point at the end, it still feels flat and it doesn’t give you the same feel as my version, does it?  What I’m trying to say is, “my great day!” doesn’t really get my motors roaring to read your email and I know you want me to read your email!  If you don’t believe that it’s important to begin your sentences properly, take a listen (and a look!).

*Begin your email with a positive greeting.  Instead of “Jim, this is what I need you to do,” always include a salutation that will make the reader feel as if you are happy to speak with them.  Here is how I would address an email to Jim…“Hi, Jim!  I’d like for you to please…”  You see, Jim is going to feel better about receiving instructions from you because you first greeted him with “Hi!” and then, instead of telling him what you need him to do, you are instructing him kindly by adding the word “please.”  Remember, you can catch a lot more bees with honey.

*Don’t be afraid to use commas.  Do not go on and on and on in an email, without giving the reader a chance to pause and catch their breath.  Commas are extremely important and if not used properly, or not used at all, you could run the risk of some pretty bad head on collisions with other sentences, leaving your written work highly confusing and misunderstood.

*Proof, Proof and Proof again before you hit SEND!  We all make mistakes when we’re typing, especially if you’re a fast typist like me.  The one thing that separates my “typical” email from the email of others, is that before I hit SEND, I re-read my email a couple of times.  It’s easy to miss little things such as their, they’re or there,  whose and who’s, or even that funny compilation, a part and apart.  But, if you slow down, re-read the entire email slowly before you hit send, I can assure you, the recipient of your email will be so impressed! (By the way, sometimes I use a part and apart incorrectly, but it’s not a typo…it’s either my writing sleepy or just being lazy and not really caring.  But my email msgs are still perfect!).

*Don’t double signature. If you’re forwarding a template email and your signature is automatically attached to every email message you send out, please ensure that you scroll to the bottom of your email and delete any extra signatures.  You see, each time you forward a template, your signatures at the bottom tend to pile up and that is so unbecoming and unprofessional.  If you are forwarding an email which was previously forwarded to you and you both have automatically attached signatures, please be sure to scroll to the bottom and delete one of your signatures before you hit SEND.

*You only get one chance to make a great first impression.  In closing, I’d like to share my view on poorly written email.  If I receive email that is poorly written, riddled with typos and punctuation “hiccups,” etc., my mind immediately forms an opinion of the sender.  You see, if you can’t write an email, then in my mind, you can’t write a book.  If you don’t take the time to proof and edit your own email before you send it out, why should I expect that you’re going to take the time to proof and edit a book before you publish it?  Everything you put out in written form is a reflection on you, as a writer, and you only get one chance to make a great first impression.  Whatever it takes, even if it’s just a teeny-weeny email, let it speak to your dedication to putting out only the best in all your written work.  Taking the time to focus on something as small as an email message, truly does set the tone for what others may come to feel in regards to you, as a writer.  It could mean the difference between someone wanting to see more of what you have written or someone hoping that you never, ever, ever, email them again.

My name is Nonnie Jules.  I am an author and I am dedicated to excellence in my writing, and everything that I put out, speaks to that.

So, tell us, what are your feelings on something as small as poorly written email?  We’d love to hear from you in the comments section below. Thanks for dropping by!

 

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17 Comments

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  1. Excellent post, Nonnie! It’s very helpful and couldn’t have come at a better time. Thank you!

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  2. An excellent post, Nonnie! (See, I was paying attention!) I know that I am much better at doing all the things Nonnie has pointed out here, but I also find myself using “Twitterese” in an email instead of proper English. That’s just laziness where those types of abbreviations are not necessary or appropriate. Thanks for the reminder, Nonnie!

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  3. Great post and reminders, Nonnie. I have been guilty of hitting “send” before thoroughly proofing my emails…then later cringe when I realize the flub. We live in a fast-forward world. Sometimes we need reminders to slow down and stop multiple-tasking!

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    • Mae, we are never too busy to get it done right the first time…no matter how many tasks we’re juggling. You can imagine my plate here with RRBC (and that’s just one of my plates), and I am a stickler for ensuring that everything in written form is near perfection when it leaves our offices!

      Thanks for dropping by in the midst of all your multiple-tasking…LOL

      Liked by 1 person

  4. Great tips. I like the positive greeting one. Good post, Nonnie

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  5. I have seen some really terrible emails. It does make an awful first impression.

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    • Anne, I cringe when I get poorly written email. I seriously do. My friends always jokingly say that they can easily tell my text messages apart from anyone else’s…they say: “You text just the way you speak and you text, just the way you write. No one does that!” I say: “I do!” …and am proud that I do!

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  6. I’ll put my hand up and admit that I’m more likely to take the trouble to properly couch and proof an email if I don’tknow the recipient that well. That said, the premise that you only get one chance to make a good impression stands with anyone you’re emailing for the first time, especially if that person is someone you’d like to think well of you.
    With routine or chatty emails with people I know I already have a rapport with, I’ll admit to being sloppier, especially if it’s something that’s exciting me/us and I/we can’t wait to rattle a reply off, so it gets more ‘conversational’? Or sometimes it’s urgent and there’s no time to lose perhaps – excuses maybe, but my ‘hanging out’ exchanges tend to be more ‘spontaneous’ in content and execution.
    Horses for courses I suppose, is what I’m saying, but if you always want to be seen as professional by whoever’s hovering at the end of the inbox then perfection does count. Good call, Nonnie! 🙂

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    • Jan, thanks for putting your hand up. You know, I have taught my daughters that practice makes perfect so if they wouldn’t go outside our home and eat with their fingers, then they shouldn’t eat with their fingers inside of our home. Consistency is key! What you do repeatedly, you become!

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  7. Thank you for reminding us Nonnie. I can see myself in some of those don’ts, the re-reading part. Sometimes, I just send without a second thought. 🙂

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  8. Reblogged this on Room With Books and commented:
    My guilty secret? I don’t proof my email. I will give email messages the attention they are due!

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  9. These are great reminders. Thanks for sharing, Nonnie.

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