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Michelle Swann
Writing Professional Emails: The Step-by-Step Guide
Writing Professional Emails addresses every aspect of email communication: from the subject line to the signature. It teaches how to tailor emails to meet recipients’ needs and fulfill readers’ expectations. Following this advice ensures emails will be read, appreciated, and acted upon. Engaging, practical, and comprehensive, this guide offers straightforward methods that will help you •\twrite high-quality, persuasive, focused emails •\tknow whether to use a formal or an informal style •\tcommunicate effectively in cross-cultural contexts •\tuse emotional intelligence to build excellent relations with your recipients •\tlearn useful phrases applicable to all emails •\tmanage your inbox effectively •\twrite emails that convey social presence, an appropriate tone, and a positive human voice •\tknow when it’s best to use other communication platforms besides email Many books about email are based on one person’s perspective, but this book offers best practices resulting from careful and extensive research. The author combines considerable personal experience with the knowledge of a wide range of experts, many of whom consult for Fortune 500 companies.
“Poor email communication slows down business, delays orders, results in mistakes, and decreases productivity,” warns corporate consultant Swann (Teen Mothers) in this straightforward guide to writing more effective emails. To prevent such blunders, she identifies 38 pitfalls to watch out for. Some emails try to accomplish too much, Swann argues, suggesting that senders stick to one topic per email or, if necessary, break down different points into an enumerated list. Subject lines should be punchy and brief, ideally between three and eight words. When it comes to the structure of an email, Swann urges readers to use frequent paragraph breaks to prevent overwhelming recipients with dense blocks of text. Discussing how to write with appropriate formality, she asserts that exclamation points are okay for informal messages but should be omitted from more professional ones, and that emoji aren’t suitable for formal emails but can help to soften “requests, corrections, rejections and complaints” in certain contexts. The advice sticks to conventional wisdom, but office workers concerned about proverbially dotting their i’s and crossing their t’s will find the thorough coverage reassuring. This is worth a look for early career professionals. (Self-published)