An email is a form of non-verbal communication so feelings and expressions of verbal communication can be conveyed only through the use of right words and phrases. There are few tips that needs to be followed when you write an email:-
1.) Subject: A well-chosen subject line is an important opportunity to inform and persuade your reader. If you don’t include a subject line, then your recipient should need in order to make your message a top priority just by seeing your name. That could come across as arrogant, or at the very least, thoughtless.
2.) Proofread – Proofread your email before you hit the send icon. All-caps comes across as shouting, and no-caps makes you look like a lazy teenager. Regardless of your intention, people will respond accordingly. Spellings are equally important to be correct. Avoid writing these ways:-
– “thx 4 ur help 2day ur gr8!″
– u want ur prof r ur boss 2 think u cant spl? LOL 😉
3.) Avoid attachments – Rather than forcing you reader to download an attachment and open it in a separate program, you will probably get faster results if you just copy-paste the most important part of the document into the body of your message.
4.) Examine the problem from every point of view – I know, I know, this is about as obvious as it gets. But you’d be surprised at the number of times customers call technical support and the guys at the other end just refuse to listen.
5.) Try the solution out yourself – When you are typing a reply, don’t validate the solution because you tried it out in the past or someone from your team explained it to you. Do it yourself, and see the result with your own eyes and confirm that it’s working before you hit that send button. Even the slightest missteps can, after all, turn a satisfied customer into an irate one.
6.) Put yourself in their shoes – Every customer you speak to has a genuine problem. To them, the littlest of glitches could mean a critical issue that can cause bottlenecks. It is not okay for you to take them lightly just because the fix is already on the way.
7.) Check for grammatical errors – While it’s impossible for you to make sure that every email is perfect you need to at least try. Make it a point to go through every reply at least once before sending it. If you don’t trust yourself to spot all the errors, trust in a tool like the Spell check in MS Word that can point out all the errors.