Creating The Right Impression With Emails

Purpose

When drafting an email message, the most important aspect to consider is the purpose for which you are creating the message. The content and format you use will depend largely on the objective you have in mind.

If, for example, you are applying for admission to a university, or college, or for a job, you need to convey, in as brief a manner as possible, that you have the qualifications, aptitude and skills that make you the best fit for the course, or position. For this purpose you will need a “curriculum vitae” (CV), and a covering letter.

If, on the other hand, your missive is targeting a business prospect, you will want to emphasise the fact that your products, or capabilities, best suit the requirements of a prospective client. You may also want to provide some details of these, either in an attachment, or in a subsequent message.

Target Audience

Gauging the requirements of your email recipient is an important part of being able to write effectively. You must try to understand the exact nature of the information that a client is looking for, and try to cover all the key points in a concise, and professional, manner.

Drafting the Message

Start your cover letter, or email message, with a brief introduction, of yourself, or of the company that you are representing.

In subsequent paragraphs, highlight your achievements and expertise in the relevant field, and any credentials that you can provide in support of your claims. If you are writing an application for admission, or a job, your qualifications and aptitude, and special skills should be highlighted, in brief.

Finish off the message with a couple of sentences to indicate your interest, state that you will be glad to provide more detailed information, if needed, and that you look forward to taking the matter forward.

Sending an Attachment

Many recruiters or prospective employers make it clear, from the start, that they will not accept email attachments. So, send an attachment with your resume only after checking with your prospective employer.

In the business context, you may be required to forward a sales proposal, or presentation, which more fully explains your products, or services, and how they may be of use to your client. In such cases, you may send an attachment in an appropriate Microsoft Word, or PowerPoint, document.

Make sure that attachment file sizes are not too large, and if you do need to send a very large attachment, inform the receiver, in advance, of this fact. Use “zipped” files wherever possible, and make sure that the recipient has the appropriate software to be able to decompress the file for viewing.

Conclusion

In a competitive business environment, communication skills assume great importance. The ability to highlight the benefits of your product, or skills, in a professional, yet concise and focussed way, is an invaluable in asset in your pursuit of success. The art of successful writing emails is something that can be developed, and improved, with practice, and you may well find that well-crafted writing opens many doors.

Article Source: http://articlesmore.com

Jenny Kutcher is a researcher and writer on financial and business topics.

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