Why write professional emails?

Tips and tricks

1. Start with a clear subject line that summarizes the purpose of your email. This will help the recipient understand the purpose of your email and decide whether to open it.
2. Use a professional greeting. If you know the name of the recipient, use their name (e.g., "Dear Mr./Ms. [Last Name]"). If you don't know the recipient's name, use a generic greeting (e.g., "Dear Sir or Madam", or “To whom it may concern”).
3. Keep the body of your email concise and to the point. Be clear and concise in your writing, and avoid using overly long or complicated sentences. Most emails should only be 2-3 sentences.
4. Use bullet points or numbered lists to organize your ideas and make them easier to read.
5. Use a professional closing. End your email with a closing such as "Sincerely" or "Best regards" followed by your full name and contact information.
6. Proofread your email before sending it. Make sure there are no spelling or grammar mistakes, and that your email is easy to read and understand.
7. Use a professional email signature. Include your name, job title, and contact information (e.g., phone number, email address, and website) in your email signature.

Using CC and BCC properly

1. Use the cc field to include additional recipients who should be aware of the email, but are not the primary focus of the message. For example, you might cc your manager on an email to a client to keep them informed.
2. Use the bcc field to include recipients who do not need to be aware of each other's contact information. This is useful for preserving privacy or for sending the same email to a large group of people without cluttering their inboxes with a long list of email addresses.
3. Be mindful of the recipients' privacy. Always ask for permission before adding someone to the cc or bcc field, and avoid using these fields for sending mass emails without the recipients' consent. Particularly when communicating with someone for the first time, you may want to be overly considerate of privacy preferences.
4. Keep the number of recipients in the cc and bcc fields to a minimum. Including too many recipients can make the email difficult to read and can make it appear spammy. It may also make it unclear who is expected to respond.
5. Double-check CC and BCC when using them to make sure the right people are in each list.

Autoreplies

1. Set up your autoreply message in advance. This will ensure that you don't forget to activate it when you need it, and will allow you to customize the message to fit your specific needs.
2. Keep your autoreply message brief and to the point. In most cases, a simple message acknowledging the receipt of the email and stating when you will be able to respond is sufficient.
3. Include your contact information in the autoreply message. This will allow the sender to reach you if their message is urgent, and will also provide them with an alternative way to contact you if necessary. Or, provide your company name and a coworker’s contact information.
4. Be sure to activate your autoreply message when you are out of the office or otherwise unable to respond to emails in a timely manner. This will let the sender know that you have received their message and when they can expect a response.
5. Remember to deactivate your autoreply message when you are back in the office and able to respond to emails normally. This will prevent the sender from continuing to receive the autoreply message and will allow you to respond to their message in a timely manner.

Writing a great cold email

1. Start with a clear and concise subject line. The subject line should summarize the purpose of your email and entice the recipient to open it.
2. Use a professional greeting. If you know the name of the recipient, use their name (e.g., "Dear Mr./Ms. [Last Name]"). If you don't know the recipient's name, use a generic greeting (see more above). You do not always need to write an overly formal email, but cold emails should lean professional.
3. Keep your email concise. For cold emails, this is even more important. If the recipient does not know you, they may only take a quick glance, if any.
4. Personalize your email. Make the email relevant to the recipient by mentioning their company, their industry, or a common interest. This will help to establish a connection with the recipient and make your email more compelling.
5. Provide a clear call to action. Tell the recipient what you want them to do, whether it's to schedule a call, visit your website, or download a whitepaper. Be specific and make it easy for the recipient to take the next step.
6. Use a professional closing. End your email with a closing such as "Sincerely" or "Best regards" followed by your name and contact information.
7. Proofread your email before sending it. Make sure there are no spelling or grammar mistakes, and that your email is easy to read and understand.

Using Skiff Mail for professional emails

• Built-in auto replies: From Skiff Mail’s settings page, you can include a customizable auto reply. These messages are useful during trips, vacations, or if you ever change email addresses.
• Built-in signatures: Skiff Mail’s settings also allow for adding unique email signatures. Your chosen signature will be appended to all outgoing email messages.
• Custom domains: Custom domains are one of the most important ways to level-up your business communication. Instead of sending from a consumer email address, like [email protected], you can send from any domain, such as <yourbusiness>.com. Skiff’s paid plans include support for up to five custom domains.
• File storage, collaboration, and more: Skiff also includes a Drive product for file storage and sharing, as well as the Pages product for notes, wikis, and real-time collaboration. Using these tools to generate links and share files further enhances professional work.

Appendix: Professional email examples