BLOG

No matter what field you are in, emails are undoubtedly employed more than face-to-face communication. While email is typically a casual way of communicating, misspellings and grammatical errors can (and will) give your audience the impression that you are rushing, unorganized or not thorough.

While writing an email may not seem important compared to a case study or press release, they still deserve attention to detail. In public relations, in particular, a poorly written email pitch could result in a reporter not responding to you or refusing to cover your client’s news. It can also result in a reporter including a typo or the wrong information in an article.

To avoid any undesired consequences for you and your clients, here are a few tips for drafting the best email:

1. Take Your Time: It never hurts to take an extra few minutes when writing an email. When you don’t give an email the time it deserves, it can come across as rushed or confusing to the person receiving it.
2. Don’t Hit Send Immediately: We’ve all sent an email (or two) that we wish we could un-send. Maybe you realized you addressed it to the wrong person or forgot to include the press release you were pitching. Avoiding such blunders is easy. When you finish typing, take a breath and read through your email in total. Then, press send!
3. Ask a Colleague to Review: When you’re sending an important email – perhaps a pitch to The New York Times or the TODAY Show – it doesn’t hurt to have a colleague review for any errors you may have missed or to ensure that your pitch is compelling, well written and error-free.

Remember, an email is not just an email. It is often the first impression you give a reporter, or an ongoing impression that you give a client. Therefore, give your emails the time, consideration and professionalism they deserve.