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Professional Computer Associates has been serving the Red Hook area since 1999, providing IT Support such as technical helpdesk support, computer support, and consulting to small and medium-sized businesses.

Tip of the Week: How to Write a Better Email

Tip of the Week: How to Write a Better Email

Writing an email is one of the most prevalent methods of communication in the business world, but it’s not as easy as you might think. There are considerable details and intricacies to mastering this art, and we’re here to help. By the end of this blog article, you’ll be armed with five tips to write the most effective email that you can.

Keep It Short
Nobody wants to read a long message in their email. After all, they likely have more pressing matters to attend to, and many more messages that they have to read. Therefore, it makes sense that you get right to the point when you have to send an email. Try to include only information that’s absolutely critical. Remember, concision is the friend of any businessperson, as they only have so much time in a day to read and respond to messages that aren’t mission-critical.

Present a Clear Subject Line
Similarly, you want to use only the most clear and concise subject lines, as anything less could mislead the recipient into thinking that the message either isn’t important or doesn’t warrant immediate attention. Basically, you want to provide enough information in the subject line to give the recipient a reason to open it.

Personalize the Email
You shouldn’t be copying and pasting a catch-all message into an email. You should take the time to personalize each message that you send so that it looks as authentic and genuine as possible. You should always use your full name, as well as the organization you belong to--especially if you are sending messages to vendors or clients.

Perform a Spelling and Grammar Check
Nothing is more embarrassing than making a major spelling or grammar error in an important email. Thankfully, this can be avoided by giving your message a quick proofreading before hitting the Send button. Try to avoid statements in all caps, as they can create a subtext that you don’t necessarily want to convey.

Keep it Business-Friendly
If you’re going to send a bunch of memes or other fun things to your employees, it’s best not to do it through email. It’s one thing if you have a dedicated email thread designed for sharing information unrelated to work, but when you have your employees sending things that have no place in a professional environment, you get clutter (and a general lack of focus), both of which can create an unproductive workplace environment.

For more information on how to make the most of your email, reach out to us at 845-876-6561.

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