Mobile phones offer people various ways of communicating including emails. Of late there has been a rise in the number of people sending emails through mobile phones as this seems to be more convenient.
According to emailmonday, 59% of people open their emails on mobile phones. While using mobile phones may seem to be a convenient method of sending emails, it may cost you. Emails sent from your mobile phone have a high chance of appearing unprofessional.
When you send unprofessional emails, you will not be taken seriously. This can be devastating for your business’s brand and image.
Seven Tips For Sending Professional Emails
Customers may not take you seriously when they realized that your emails are sent from your mobile phone. So, does it mean you should not send emails from your mobile phone? Not necessarily. Here are some tips that will guide you when sending business emails to your customers.
Outline key points
Most people don’t want to spend a lot of time reading emails. So, if you want to make sure people read them, then you should outline the most important information first. This will then pave a way for you to pass any other message that you intend to send to customers. Placing the least important information first may lead to customers not getting the main message.
Before you start typing your email, make sure you have analysed the main things to say. Planning ahead means you know what to write and what to prioritize. Keep your emails simple as well. Make sure that you also organize all your email. You can use bulleted lists to state important things. This makes it easier for the recipient to read the most important information.
Practice email etiquette
Although it is better to send an email to an individual sometimes you might find yourself in a position where you sent to a group of recipients at once. This can happen when you have to send the same information to a group of people. When you do this, make sure you protect the privacy of everyone.
You can do this by using masking email addresses with BCC. Avoid using reply to all. You need to let recipients know that you are dealing with them as individuals and not as a group. Do not say anything that you shouldn’t say publicly. This is because you don’t know who will read the email.
Add email signature
When you use a mobile phone to send emails, it comes with an automatic email signature that says sent from your phone. This is unprofessional. To avoid this, create your own professional email signature that you can use for all emails that your company sends. This email signature can be used on desktops as well as mobile phones.
An email signature is one of the things that will show how professional you are as a business. You can use a business email signature generator like NEWOLDSTAMP
Proofread all emails
When you are typing on your mobile phone the chances of making mistakes is high. Do not think that just because you are writing from a mobile phone them others will understand should you make any mistakes.
These unnecessary mistakes can be easily avoided by proofreading any email before sending it. Proofreading helps you identify:
- Spelling errors
- Grammar mistakes
- Poor wording
- Repetitive words
- Punctuation mistakes
So, once you have typed your email, proofread it. This will give you the chance to correct any mistakes that would affect your marketing emails. You can use Grammarly for spelling, grammar, and punctuation mistakes.
Avoid using emoticons
Recently, the use of emoticons has increased as we try to find another way to express ourselves. While using emoticons can seem like a great idea, try to avoid this temptation. Using emoticons give people the impression that you are not professional. They will take you less seriously which is a big disadvantage for your business.
Emoticons in emails may ruin the reputation of your business. So, make sure you do not use any emoticons. Make sure the language you use is formal despite typing the email from your mobile phone.
Complete your email
After writing your email, it is better to check and make sure that you have written everything you intended on writing. Sometimes, it is easy to miss important things that you want to tell customers about.
Take special measures to ensure that your subject line and email signature are included in each email you send. Also, make sure that you are sending the email to the right recipient. Not recognizing this can lead to a lot of confusion especially if the email was not intended for a group of clients.
Test your email
Ok, so you have written your email, you have proofread it, it is time to send it. Right? Not exactly. Before sending it to clients, you can send it to yourself first. This gives you the chance to see how the message appears. Check how the formatting appears and makes sure everything appears correct.
If everything is correct proceed to send the email to the intended recipient. Another advantage of sending an email to yourself is that you can use it as a record of sent emails. Make sure that your subject line is matching the rest of your email.
Taking these steps will help you to create professional emails. Each email that you send speaks volumes about your business. So, take this not only as a way of marketing your business but as a way of creating a brand that is trustworthy.