Replying to Emails like a BOSS
Email is one of the most important tools in communication. Whether you are an employee at a large firm or the actual HBIC, it's how you’re going to communicate with coworkers, bosses, and clients daily. Learning to use it well can make or break your career in any industry - so here are some tips for making sure that you're emailing like a boss!
Be clear and concise
An email should be written with clarity and brevity; after all, no one likes receiving an inbox clogged up by irrelevant information from someone else! It is important you are clear with your intentions and don't ramble on about irrelevant things. A concise email will also shorten the time it takes to reply, allowing for more efficiency in your work-life balance. Especially if you’re reaching out at the busiest point in someone’s day, they will be more likely to reply to an email that takes a quick skim rather than a novel!
2. Use bullet points
A professional email will use bullet points to make it easier for the reader to understand what you are saying. Bullet point lists break up your message so that readers can follow along easily and not get confused with just a wall of text in front of them. It's a great way to break down thoughts. When things become segmented, it’s easier to read and organized
3. Avoid using emoticons or abbreviations in an email
In a recent study, participants were asked to rate a person’s level of friendliness through email. Those who chose to use emojis surprisingly did not see a bump in perceived friendliness, but did receive a lower score in perceived competence. So, you should avoid using emoticons or abbreviations in emails because they may be misunderstood and can be seen as unprofessional in most settings. If you are in a specific industry where this is commonplace or know your recipient will enjoy the emoji, then have at it! However, we think it is always best to err on the side of caution.
4. Don’t say sorry (too often)
Avoid apologizing for things that don’t require apologies. This may seem obvious, but this is one of the most overused and under-appreciated expressions in professional communication. To sound more authoritative, avoid apologizing for asking something you need from someone. Your time is equally as valuable as anyone else’s, so don’t feel the need to apologize for a perceived inconvenience that allows you to do your job! The next time you find yourself typing this, pause for one moment before pressing send instead; chances are it's not needed anyway!
5. Your schedule matters too
When scheduling a meeting, it’s always best to state your availability upfront. Simply say, “I have availability at XYZ”, instead of asking when the other party is free. Not only will you sound like a boss, but this also speeds up communication and decreases the number of emails going back and forth between you. Additionally, you don’t have to reply to every single email if it won’t be a good use of your time. Often, an email can be replied to in a subsequent meeting and will be a better outcome for everyone.
6. Proofread before sending!
Mistakes happen even when we try our best not to make any, so be sure to check over everything one last time before pressing send. This shows your professionalism and attention to detail, among other qualities. While a small grammar mistake might not seem like a big deal, it could be a major red flag to a client or co-worker. So, save yourself the drama and use our favorite tool: Grammarly. It integrates with nearly every website (besides google sheets) seamlessly, so you can always make sure to use proper grammar and spelling.
7. Use a friendly tone of voice, but be firm about your expectations
There’s a fine line to walk between friendliness and firmness that is maybe best learned with practice. However, before you get there, a few things you can do to make sure you’re keeping your professional composure is to reduce the number of exclamation points you use and get straight to the point. Don’t try to appease the person on the receiving end of the email with niceties, simply write what you need to say, but in a friendly tone of voice.
8. Don’t use the word “think”
Another language trick that allows you to build more credibility with your email contacts is to avoid using the word “think”. Instead, try saying “it would be better to” or “I feel”. Again, the main goal is to show your skill and knowledge in your respective field. Saying “I think” allows the receiver to question your ability.
9. Email Signatures
The best practice is always to include a signature at the end of your email with more information. This tells people more information about you like your role at the company, or more information about the business using links to a website or social media. Not only does this help get everyone on the same page with who you are, but it will also help boost traffic to any website or company that is linked to it. You can use a simple tool like UTM parameters to track where the external links are coming from. An email signature can also be a marketing strategy to increase brand recognition through using your brand’s colors, logo, and more.
So, we hope these tips give you the confidence to start emailing like a boss. And, we know it can be nerve-wracking to dip your toe in the water of commanding more presence in the professional world. However, without it, your emails are going to get left behind, and you’ll lose not just time, but opportunities. Want even more email etiquette? Follow along on our Instagram for some more free tips.
