How to Write a Personable Email

Write a Personable Email
Write a Personable Email

Staying in touch for business means using email as a means of communication--sometimes the only way to confer. Here are some tips to give your email a personal and professional touch!

Things You'll Need

  • Computer
  • Email capability

Choose Your Words. You know how things can get taken out of context over email, so make sure your message is clearly readable and friendly. While you can convey discontent in an email, you should always include a warm closing statement at the end--especially if it's not the most positive email. Short phrases and one-word replies can appear snide and rude-like you're talking to something, not someone, one who doesn't matter. When it comes to business, clients need to feel special and that they can talk to you even over the impersonal form of communication known as email.

Name It. Include a greeting and the recipient's name. And if you're writing back and forth, try to include a greeting in each reply. Who knows who you're addressing when you start off an email with the first word of a sentence? A greeting will help make it more personal. In addition, use a salutation and sign your name, even just your first name if you're comfortable enough with a client or supervisor.

Enable Contact. It's very important that someone can contact you in a way other than email. So have your phone number in a signature to your message. While some people don't agree with releasing this information, if you're in business, you can't hide behind a computer. Giving business associates your phone number shows that they can reach you should they wish to talk instead of using email alone.

Chit Chat. While you don't want to recap details of your weekend, you can include a personal note. It's never bad to tell someone you hope they had a nice time on their vacation after you ramble on in a message about business. I find this often leads to more personalized email, and a strong business relationship. While you may not want to get too carried away talking about personal things over email with a client or boss, I think it's okay to get to know a supervisor or customer.

Tips & Warnings

  • You don't have to use emoticons to convey a feeling. Write it out.
  • Colored text don't make your email any nicer.
  • If you're contacting someone who doesn't know you, be sure to include how you got their contact information, and give a brief introduction of yourself. This doesn't have to be really long--you can fit it in a sentence if you work on your email writing a little!

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