How to Write Better Emails
Here are some tips on how to get the best from your writing:
- Write with a definite purpose.
- Be brief.
- Be specific.
- Structure your message logically.
- Avoid unnecessary jargon.
- Make your recommendations clear.
- 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.
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.
effective email
In business communication, an effective email is a message that tells the reader exactly why it was sent, does so in as few words as possible, gives clear facts or actions that cannot be misunderstood, and keeps a polite tone. If any of these parts is missing, the email will not do its job.
CG4D Definition
Context: Business communication
Genus: Message
- States a clear purpose in the subject and opening line
- Uses only the words needed to convey its point
- Gives concrete facts, times or actions so no doubt exists
- Maintains a polite, respectful tone at all times
Article Summary
An email works when it tells the right person the right thing, in the fewest clear words, arranged in a tidy order and spoken with respect; write with purpose, cut waste, name facts, skip jargon, flag actions, and you will turn inbox noise into results.