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5
Business Emails
A
Spring 2020 session
Etiquette
Remember
Don't Forget
to Proofread!
1. Double check the spelling of names
2. Check dates, times, and day-date combinations
3. Test every hyperlink
4. Read your paragraphs backwards
5. Be sure you have indicated the time zone
B
Example
Break It Down
Salutation - This is the first line of your email and generally acts as the greeting.
Subject Line - This is a short phrase that summarizes the reason for your message or the goal of your communication.
Body - Just like the body of a letter, this is where you’ll share your full message.
Cont.
Signature - The signature is where you identify yourself by name, title and any other information relevant to your communications.
Closing - This is the last line of your email before your signature and should wrap up your message. This is also where you may reiterate any requests you’ve made in the body of your message.
Following Up After An Interview
C
Interviews
Dear [Interviewer’s Name],
Thank you so much for taking the time to talk with me [today/yesterday]. I loved getting to hear about [interesting thing you learned from this person], and was especially impressed by [quality or trait of the company or team that made you even more eager to work there]. Our conversation reinforced my excitement to join [company] and help you all [achievement you would support in this role]. I look forward to hopefully working together in the future.
Best,
[Your Name]
Example
D
Tips & Tricks
According to the studies, Tuesday was “hands down the #1 best day to send emails.”
Studies Show...
The second-best day to send an email is Thursday. If you’re going to send an initial email and a follow-up, you could consider sending the first on Tuesday with a follow-up on Thursday.
Let's look at some professional writing word choice examples:
Rather than...
Use...
Consider Word Choice
"Got" "Received"
"Need" "Require"
"Talk" "Discuss"
Attachments
Don't Forget To Add Attachments!
Follow Up Emails
(different from interview
follow-ups)
E
Add Context - Try to jog your recipient’s memory by opening your email with a reference to a previous email or interaction.
Add Value - You should never send a follow-up without upping the ante and demonstrating your worth.
Follow-ups
How Long Do I Wait To Send A Follow Up?
How Long?
As a general rule, two or three days is a good amount of time to wait before sending your first follow-up email. You should then extend the wait period by a few days for each subsequent email.
Think about the frequency of your follow-up emails - look at it from the customer point of view.
Too much is annoying. Too little loses momentum.
Ask yourself: What’s in it for them? What sort of experience are they having? Do I have a reason to follow up (other than just to follow up)?