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How to Write Better Emails

How to Write Better Emails

How to Write Better Emails

Here are some tips on how to get the best from your writing:

  1. Write with a definite purpose.
  2. Be brief.
  3. Be specific.
  4. Structure your message logically.
  5. Avoid unnecessary jargon.
  6. Make your recommendations clear.
  7. Under all conditions, be courteous.

1. Write with a definite purpose in mind

Everything you do should be purposeful.

Give your email a meaningful subject title.

Your purpose is to add value to your recipient. To do this you must present your information in an easy to understand format.

2. Be brief

Don't waffle.

Eliminate everything that does not contribute to greater understanding.

3. Be specific

Assume that any message which can be misunderstood, will be misunderstood.

Eliminate all ambiguity and vagueness from your writing.

Be as specific as you can be.

Give specific examples.

Give specific dates and times.

Use specific quantities, measurements and figures.

Leave no room for the readers imagination to alter the meaning of your message.

4. Structure your message logically

Organise the elements of your message so that they follow a logical sequence.

The type of logical sequence varies, depending on the topic.

Examples of logical sequence include:

  • Problem, cause, solution.
  • Problem, implication, countermeasure.
  • Chronological order.
  • In order of preference.
  • In order of best to worst.
  • In order of size.

5. Avoid unnecessary jargon

Write plainly, using everyday English.

Avoid over complicated wording or excessive use of jargon.

Some people use to jargon to impress others with their knowledge.

It is better to impress your readers with the clarity and the logic of your writing.

6. Make your recommendations clear

If your message includes you making recommendations or giving your opinions, then mark them out clearly.

Don't make people struggle to find your recommendations.

Make them clear and distinct.

7. Under all circumstances, be courteous

No matter how you feel, always maintain the integrity of your written language.

Do not allow any disrespectful or antagonistic language to creep into your writing.

How many people have you seen obliterate their careers, by putting angry or resentful words into writing and sending them into the world?

Remember that what you write stays in the ether for eternity. You don't want anything that you have written, to return to haunt you.

About the Author: Chris Farmer


Chris Farmer is the founder of the Corporate Coach Group and has many years’ experience in training leaders and managers, in both the public and private sectors, to achieve their organisational goals, especially during tough economic times. He is also well aware of the disciplines and problems associated with running a business.

Over the years, Chris has designed and delivered thousands of training programmes and has coached and motivated many management teams, groups and individuals. His training programmes are both structured and clear, designed to help delegates organise their thinking and, wherever necessary, to improve their techniques and skills.

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