One of the most neglected skills in the workplace is professional email writing, and it influences daily productivity on a daily basis than some may appreciate. Most people write e-mails in a rush and are not structured hence ending up in confusion, back and forward messages, and taking a long time to respond to the message. In case of an unclear email, the recipient has to use additional time speculating the message, seeking context, or posing follow-up questions. The concept that awareness teaches in email communication is that being clear does not necessarily refer to good English but clear thinking. An email that is well written saves the time of the recipient and the sender of the email and automatically gained respect.

Writing with purpose is the first professional email writing rule. The sender should be concise on the reason why the email is sent before typing. Is it to seek information, update or seek approval, or to book in a meeting? In case of lack of purpose, the email is very lengthy and confusing. Consciousness educates the specifying the purpose in a sentence. The email revolves around that single sentence. Emails are quicker to compose and simple to read, when one knows the purpose.

The readability of an email is provided by structure. A lot of individuals type emails similar to chats yet professional email should flow. The awareness is based on employing a basic format such as greeting, context, main request/ update, next actions and close. This framework assists in comprehension by the receiver in a short time. It minimizes misunderstanding and avoidance of unnecessary responses. Even simple language of structured emails is professional.

Tone plays a major role too. A significant number of emails are not very polite inadvertently due to their directness or brevity. Consciousness educates polite framing such as Kindly, please, could you, and cannot you please tell me whether you want anything more. Civil language develops pleasant working relations. Even urgent tasks when requesting them can be positively responded to by a polite email. Tone creates cooperation.

Subject lines are not as insignificant as people believe. In case the matter is ambiguous such as hi or update, then the email can be disregarded. Consciousness educates writing of particular subject lines such as Approval Required: Blog Upload Schedule -Jan 22 or Request: Updated Content Assets for Welcome Email Series. The first part of communication is subject line.

The emails written by the professionals are also expected to be brief. Individuals are in a hurry and lengthy email decreases the reading focus. Debriefing will instruct one to maintain clarity of paragraphs and eliminate redundant lines. Bullet points should be used in case there is long information. Short emails are coherent and assertive.

Simple emails also need to be proofread. Minor spelling errors will modify the meaning and decrease the professionalism. Before sending, awareness is in the form of rereading and checking names, dates, and attachments. A check of 10 seconds spares big humiliation.

Finally, professional email writing is not associated with fancy vocabulary. It is regarding clarity, structure, tone and purpose. Work is easier, quicker and less stressful when emails are written in an appropriate way. Email awareness transforms messaging into a productivity tool, and no longer a day to day struggle.