How to write the clearest emails that will best represent your institution and yourself.
Admissions officers are more carefully scrutinized than most when it comes to their email language. After all, you’re not just writing for yourself, but rather, you’re representing your own institution of learning. That’s why your emails really need to be an ideal example, to show off just how much others have to gain by joining your university. Here are eight ways that will help you write emails that are read and answered, every time.
1. Know your goal
Before even starting to write an email, decide what the goal of the communication is. It sounds obvious, but many people don’t think through their content before they fire that email off. Jot your ideas before you start, to get your thoughts in order.
2. Keep an eye on grammar
Perfect grammar is vital in all of your writing, but especially in your emails. Your grammar will reflect on your institution as a whole, and of course you don’t want to make mistakes in your writing. If you’re unsure whether your grammar is up to snuff, then you’ll need to start working on improving it. Use the great tools available, like Grammar Girl or Grammarly, to answer any of your grammar-related questions.
3. Use the right name
Recipients are much more likely to reply if you use the correct name when addressing them. ‘Sir/Madam’ or ‘To Whom It May Concern’ are far too impersonal today. Research who you’re emailing and double check titles and spellings of names. If you’re emailing a group of students at once, look into tools that allow you to automatically assign the right name to each email sent.
4. Check the length
Let’s face it, the average reader doesn’t have a long attention span. That time is even shorter when they’re reading from a screen. That means that your emails need to get to the point, and in a hurry. It’s not about getting all the information out at once, but rather, holding the reader’s interest. If you need some help keeping your emails succinct, try using Easy Word Counter to check and edit them.
5. Check your facts
Just because emails are easily sent doesn’t mean you shouldn’t treat them like real mail. When you’re writing, double check any facts you state, as well as statistics and other pertinent information. This is especially important when writing about your university’s intake, grade averages, or other important information. If you get that right, you show that you take care of the little details.
6. Proofread before sending
Before you send an email, you should proofread it. This sounds obvious if you’re sending out a group email to prospective students, but it matters even if you’re only sending an email to an individual in the office. Why? Because everyone makes errors when they write, and sending an email without checking it looks unprofessional. If you need a hand proofreading your emails, there’s lots of help out there. Try using online proofreading apps like Hemingway or SlickWrite.
7. Avoid jargon and buzzwords
Take a look at your language when you write. You may think you’re making a lot of sense, but the words you’re using may only have meaning at your place of work. That means that the reader may not understand what you’re trying to say, and could even ignore your email as they deem it ‘spammy’. Minimize the jargon and make your emails simpler in tone.
8. Make good use of your subject line
People receive a whole slew of emails every day, so yours has to stand out from the crowd. Ensure it does so by making good use of your subject line. Write a subject that’s snappy, but relays all the information the recipient needs, for example, “Ton of Fun Tour: Campus, March 10” – so students know where and when to expect the tour.
These eight tips should help you get the absolute most out of every email you send. Every communication is important, so it’s vital that you get it right. Using these tips, you’re sure to get good results, every time.
Mary Walton is a professional editor at EssayRoo and BoomEssays. She helps various businesses with building content marketing strategies and increasing revenue via email marketing. Mary works as an online tutor at essay writing service. Read Mary’s blog here. And follow her on Twitter!