It’s not just about grammar!
With all the new and available ways to connect on the internet, the email is the quickest preferred mode of communication among professionals. Sending an email is probably still your first choice when you want to reach out to a company or individual for business reasons.
Busy get-goers such as yourself would receive more than 10 emails a day. Nothing could irk you more than a lengthy email that seems to have no point or call to action. Another annoying email sounds like it should have been sent in an instant messaging app: silly and too casual with no concrete objective.
A well-written email makes you look professional and savvy but not devoid of personality. Boost your productivity and improve your personal brand with these important tips on how to write good emails!
1. Plan your message
In every effective communication strategy, you must always identify your objective in your message. Ask yourself the following questions before you start writing:
- What is your objective in sending the email?
- What do you want your recipients to know or to do after they have read the email?
- Who is/are the recipient/s of the email?
- What are the relevant details that you need to include?
If you’re sending emails to colleagues in another time zone, it’s best to schedule your emails properly so they can read it in time. Emails are also preferred over phone calls when you need to keep written records of conversations such as contract agreements, complex information, and processes.
2. Know your reader
Don’t commit the email faux pas of using the wrong tone or style such as sounding too chummy or too distant in your messages. Think of it this way: you talk differently to your friends, family, coworkers, and bosses. Use the appropriate tone and style when writing emails. It’s also a good reminder to use different styles when you need to negotiate, inform, or inquire in your emails. Your emails must reflect your personal brand well!
3. Keep it clear and concise
Respect your readers by saving them time through clear and concise emails, and it begins with a relevant subject line. Include short but specific email subject lines, so readers already have an idea of what your email is about. Besides, it’s easier to find in the mailbox and serve as a reminder. Instead of just writing “Meeting” on the subject line, include the date and location!
Keep lines to a maximum of 70 to 80 characters, and don’t pepper your email with lengthy sentences. You should also learn to use paragraph breaks or better yet use bullet points and numbering. Get straight to the point!
4. Review before sending
We all make mistakes, but nothing screams ‘sloppy’ more than forgetting to attach the file you needed to send. In order to avoid embarrassing follow up emails, compose your emails in this order:
- Write subject line
- Upload attachment.
- Write email body.
- Add recipients.
It’s always a good idea to re-read your emails and check for spelling and grammar errors before you send them. This way, you can change your tone or wording if you think there’s a better way of saying it.
Get writing, and cowork and rule the world!