Every day, I receive emails that have an unprofessional tone. They are emails that act as if I’m not being asked to perform a professional task. On top of this, I see people every day discussing email etiquette. I also see women worrying about how their tone will be perceived by people on the other end. I believe all of this has to stop. You can only be responsible for the emails you write, but you can recognize the best out of others.
If you are reaching out to someone for the first time, you should verify that you have their name and title correct. You’ll want to insure that you are speaking to the right person in your email. This is one of the most important aspects of writing an email especially if you want that person or company to do something for you. If you want to be published by a major news site, you need to know which editor is in charge of your type of content. This might not always be easy to find, but if you want to be taken seriously you’ll go the extra mile. Also, you should address them as professionally and unapologetically as possible.
After you’ve reached out to the person in charge, you will want to be quick and to the point. You want to introduce yourself and pitch your topic. We all get about a million emails a day it seems so you don’t want to waste time or mince words. You’ll end up getting thrown in the trash quickly. You also don’t want to sound informal. Please don’t use words like hey or what’s up. This is a professional email not an email to a good friend unless of course your best friend is the editor in charge. You can disregard all this information if that is the case. This doesn’t just go for editors but all business contacts. I just chose editors for an example. This is also important when you want to receive a product or are looking to guest post on another blog. It also goes for answering emails from companies that have reached out to you for specific content.
This week alone I have written 3 rejection emails, but I stayed professional so I didn’t close any doors. The important point you have to make in all emails is that you wish to keep communication open for the future unless of course you want to tell someone to go fly a kite. You can do that if it’s just not worth the effort, but I beg of you to also do that politely. People leave companies all the time to go work for new ones, and you don’t want an old email to bite you in the butt.
My rejection emails look something like this:
Unfortunately at this time, I am unable to do this type of work without payment. It is important to me that I uphold the quality and value of this type of work for my other customers. Feel free to keep my contact information as I hope that we’ll be able to work together in the future when your budget allows.
The three steps for writing amazing professional emails are:
- Address the person with respect
- Be quick and to the point so as to not waste time
- Close in a friendly manner so as to keep the relationship alive
Do you write a lot of professional emails? Are you experiencing negative emails in your inbox? How could your email life be easier?