"Aarrrggghhh!!" is what most people say, think and feel when it comes to writing - especially business writing. Most of us (I definitely do not refer to those avid journal writers who would die if they couldn't pen in their Dear Diary for a day), cringe, wince and whine at the mere thought of having to draft a letter, formal e-mail, proposal, or worse...(worse for me, anyway) the minutes of a meeting. Yes, we dread those days, but unfortunately, if they pay our salaries to write, then write we must...and with all the technology we're surrounded in today, e-mail seems to be the most favoured formal communication method.
7 Tips to Improve Your Business E-mail Writing Skills Today
1- Begin with the key point
Before starting to pen down your thoughts, always remember this. Imagine that you're in deep slumber at 3.00am and you are (rudely) interrupted by a phone call. How would you feel if the call is a prank call, with no substance. You'd get really mad, and probably slam the phone even before you've heard why the caller has called. Writing is very similar. Everytime you write an e-mail to someone, remember to appreciate the value of the recipient's time, and get straight to the point.
2- End with class
On the other hand, you wouldn't want to end your e-mail in a rush. It will make you seem unprofessional, and like you are someone who just could not care less. When writing an ending to an e-mail, always remember this tip. Imagine that you're giving someone some bad news. You could go outright and just say it, "Ali, your grandma is dead" (bear in mind that this might kill Ali too!) OR, you could ease into it, "Ali, I'm afraid I have some bad news for you. I just heard that your grandmother has passed on. Please let me know how I can help". See, that sounded much better. More often than not, even in life, the message remains the same - the trick lies in how we deliver it. So when ending an e-mail, do it in style.
- Offer your assistance
- Provide a number you can be contacted at
- Offer to provide the recipient with more information
3- Cut the short forms, tq!
When writing informal e-mails to friends or when chilling out at the chatroom, short forms are allowed - in fact, they are encouraged. In fact, if you don't use them, you're just not cool enough! Well Newsflash, Mussolini, short forms should be reserved for informal emails only. I actually had a lecturer once tell our class that she would immediately delete any emails written to her with short forms (bad grammar and spelling too, but you get the point.) Examples of short forms that we usually use in SMSes, and probably out of the force of habit, may accidentally insert into our formal e-mails are:
- Pls (Please)
- Thru (Through)
- Wif (With)
- Other contractions (can't, won't, mustn't, she's) - write them out in full (cannot, will not, must not, she is)
4- Emoticons, NOT! :(
We have to admit - emoticons make us sound human in that otherwise cold SMS or chatroom. It gives us character and personality and adds that much needed spice in every conversation. So here's the thing - emoticons are a big NO-NO in the world of formal business writing. I mean seriously, imagine reading a job resume filled with emoticons. If you find that preposterously annoying and unacceptable, then imagine how the recipient of your email feels when he/she sees all these emoticons 'adorning' your email. You have to be able to manipulate words to make them sound happy or sad or angry or demanding.
Instead of this:
"See you tomorrow :)"
Try this:
"I really look forward to our meet tomorrow"
5- Good writing is like a vacation - too short and it is not enough, too long and it gets boring!
It's absolutely true! In business writing, long emails are considered unnecessary and a waste of time. Emails which are too short are mistaken as less important. So, it should be just right. I'm sure you've heard of the KISS concept (Keep It Short and Simple). Make sure that your emails are to the point, in that it must deliver the message clearly, but do it in a concise manner.
6- Don't put it all out there
When we speak, it is imperative that we put the right emotions in the right places. Pausing for effect, speaking faster if you receive the non-verbal signal that the person you are speaking to is in a hurry, ditch the topic if you see the person in front of you starting to become uncomfortable. However, we do not have the privilege of sight when writing to others, so we use the common principle - Practise Professionalism. Keep your sentences short, and try to eliminate words, phrases and sentences that might sound too emotional.
For example, look at this paragraph:
"I am so terribly sorry about the mistake I made in the letter. As you know, I am not well, and that may have reflected in my writing. You know that I am very professional in my work, and I hope you know that I will not let this happen again"
How did that sound?
It would sound perfect if you are saying this to someone standing in front of you, but remember, you do not have that privilege. In this instance, it would be much better and personal to just pick up the phone and say all you want to say instead of writing such a long piece - plus, it sounds rather unprofessional to be laying all your emotions on the table.
Read this instead:
"My sincere apologies for overlooking the error in the letter. Please find attached the amended version"
What did you think of that? Short, to the point and classy. Aim for that effect.
A good tip is to re-read your email, and ask yourself these questions if you're unsure if a particular word, phrase or sentence is required:
1- Is this necessary?
2. If I eliminate this word/phrase/sentence, would my message be affected?
If you answered NO to both, then you know what to do.
7- Practise the KERR system everytime you writeKey points - In the first paragraph, head straight to the point.
Elaborate - In the second paragraph, elaborate more on your first point.
Recommendation - In the third paragraph, recommend an action that the recipient can take.
Request for action - In the fourth and final paragraph, let the recipient know what you expect from him/her
Let's say you wish to send an email to the Human Resources Manager of a Company, requesting for a status update of your job application.
Your email can sound like this:
Dear Ms White,
I am writing to find out about the status of my job application dated 12 February 2011. (K)
I applied for the position of a Sales Executive, and have yet to hear from you. (E)
Should you require more documentation from me, or if you wish to see me, I am contactable at this e-mail address or at 0121234123. (R1)
I would appreciate if you could update me on the status of my application by the end of the day. (R2)
Thank you
Writing is not as difficult as we think it is.
Remembering and putting these 7 tips into practice should help.
Good luck!
If you wish to improve in your Business Writing Skills, give us a call at 03 2149 9382 or drop us an email at courses@pell.com.my and ask us about our Business Writing Solutions. Alternatively, you can read more at our website http://www.pell.com.my/Business-Writing-Skills.php
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