Writing an email can sometimes be an art form. One skill an Overland Park accounting firm should possess is the ability to conveying what you are saying in a clear, concise way that evokes interest and communicates what is needed. When you are writing emails, you are essentially representing your firm and yourself; if your email is not written with attention to detail and concisely, people translate that to reflect your business. At Pro 31, an accounting firm located just 15 minutes south of Overland Park, we care about communication with our clients, and professionalism is important to us. Here are some tips for writing a professional email when representing your business:
- When writing up an email, take time to decide what the main goal is. The action that needs to take place after sending the email should be very clear. An email should be detailed enough that the recipient(s) have information to act but should not be pages and pages long. If you are attaching files as an Overland Park accountant, then make sure and list or name the files in the email, a brief description of what it is, the action that needs to occur, and the deadline.
- Being concise is key as an Overland Park accounting firm. Emails should be a series of short interactions. A paragraph should be all that is needed to communicate via email. If you find you need to communicate more, try breaking up the text into bulleted or numbered points in order to make the text more reader-friendly according to the Journal of Accountancy.
- Communicate in a friendly tone. Tone is hard to get through an email but makes all the difference when communicating with clients. An example might be signing an email “regards,” sounds concise but is a little cold when asking clients to take time to meet your deadline. Instead, choose, “Thank you for taking the time out of your schedule.” When using friendly language, it’s better to go with a sentence just a bit longer that is concise than a cold, one-word closing sentence.
- Know who you are talking to. If you are talking to another Overland Park accountant, they know all the terms, laws, regulations surrounding the field of accounting. If you are talking to a client, they oftentimes do not know words used in the field of accounting, so it’s important to use language that is common knowledge.
- Double check your email before you hit send. Unclear language, misspelled words, and unprofessionalism are all mistakes that can be made when writing an email. Take an extra few minutes to read over your email and make sure you are representing your company to the highest degree.
At Pro 31, an Overland Park accounting firm located in neighboring Louisburg, we know the importance of writing professional emails and communicating with our clients in clear and concise ways. We enjoy communicating and working with our wide range of clients to help them succeed in their finances. Give us a call at (913) 837-3131 or contact us online for more information.