Businesses typically use email as their main form of communication, and Reynolds is no different. During the hiring process and while on the job, you will need to know how to convey a professional message over a keyboard. Many find it difficult, but these few tips and tricks will help you sound more like a CEO than a college student.

1)      Stay on Subject

Many businesses have formal ways to set up the subject line when emailing other departments. If there is no protocol, make sure you are short, sweet, and to the point. All that needs to be said in the subject line is a few words emphasizing the topic of the email.

2)      Greet with Greatness

Start your email with a formal greeting, such as “Hello …,” or “Dear …,” Doing this will establish a professional relationship between you and the reader. Beginning it with “Hi!” can make you sound unprofessional and unprepared.

3)      Say It Like You Mean It

No one wants to read paragraph after paragraph of “fluff.” Address the meaning of the email in the first sentence and then explain yourself. Also, never start by using the word “this” or “that.” Be specific.

4)      No Txt Tlk

Emails and text messages both use a keyboard, but emails are meant to be a formal path of communication. Use full sentences and appropriate grammar when addressing someone else, especially a coworker, customer, or potential employee. No abbreviations or acronyms.

5)      Say Thank You

Make sure the reader knows you appreciated their time or energy. Say thank you for a deed they may have done or for simply taking the time to read your email.

6)      Leave Contact Information

If the company has no way of contacting you, you won’t get the job or a call back from the customer. It never hurts to leave your phone number at the end of an email. Ending your thoughts by saying “I look forward to hearing back from you. Please contact me with any questions at….” gives the reader a sense of obligation to communicate with you using the given outlet.

7)      Proofread. Proofread. Proofread.

It cannot be emphasized enough how important it is to proofread your emails. Being able to look over a message you are going to send to a person of importance is a gift – use it wisely. There is a higher expectation in quality when you can read the words you are going to communicate. One typo can stand between you and your dream job or career goal.

Emailing may seem intimidating, but these few tips should make producing a quality message much easier. Write what you would want to read, tell the truth, and show off the professional you are!