I know what you may be thinking, “It’s just an email, how hard can it really be?” Truth is mistakes are made in emails everyday. Emails we send make an impression. No matter what profession you are in, email in very important. Sometimes it is the only impression you get to makes to some very important people. I would like to share some tips with you to make sure you make a better impression when send an email.

  • Select an appropriate email address— The general rule of thumb for a “professional” personal email address is that is should include your first name and last name. This makes it easier for people to identify you by your email. When setting up my email, with Gmail by Google, I had to do several variations of my name because LindsayElias@gmail.com was already taken. After a couple tries I got accepted.
  • Take pride in what you send— Emails play a role in defining your brand. If this is your primary form of communication, what you say and how you say it plays a big part in how others see you.
  • Write short paragraphs—We have all received that really lengthy email with too much detail. Be honest, did you read it all? If you keep your email paragraphs short they are easier to read and will improve the likelihood of being read all the way through. Same goes for sentences, keep those short as well.
  • Respond to your emails— Unless you are Donald Trump and are getting flooded with copious amounts of emails then responding with in 24 hours is not out of the question.  Most people expect an email response within that time. We have all had experiences with people who won’t return emails or who respond a week later. It’s slightly annoying and could be seen as disrespectful. 

  • Use “bcc” for more than one recipient—Not a lot of people use this method or know how to. If you want to send an email to a large group of people, put your name in the “To” field and put everyone else’s in the “Bcc” field. This way all of your email addresses stay private. Also is prevents the dreaded “reply all” messages that everyone will get if they are put into the “To” field.

  • Proof your emails—Never send an email without proofing it at least once. If it’s a really important email read it 2 or 3 times. When I was in college I sent an email out to an employer asking him to come speak at our PRSSA conference and at the end of the email I said, I hope to hear from you “shorty” instead of “shortly”. Slightly embarrassing when a member of my committee caught the error.

  • Don’t use lol, bc, brb, etc…—These are emails not text messages. Spell things out.

  • Always put something in the subject line—When I get emails from people with nothing in the subject line I am hesitant to open it. I think it might be spam. Just take a second to summarize the subject.

  • Keep your inbox clean—Inboxs can get messy with old and unnecessary emails. I suggest making folders for emails you want to keep on file. This keeps your inbox from getting cluttered and always makes it easier to find emails when you need them later.
  • Always included a signature at the end of your emails—Especially when you are contacting people you have never met before it is essential to put a signature to identify yourself and who you work for. This is also a great place to include links to your Web site, blog or online portfolio.