How to Write Better Emails
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.
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.
Definition: 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.
Show CG4D Definition
- 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.
Frequently Asked Questions
Here are some questions that frequently get asked about this topic during our training sessions.
What makes a meaningful email subject line?
How long should a business email be to stay clear?
How can I stop my email being misunderstood?
What is a logical structure for an email message?
Why should I avoid jargon in emails?
How do I highlight recommendations in an email?
Should I send an email when I feel angry?
Thought of something that's not been answered? Ask Us Today!
Did You Know: Key Statistics
Statista projects that people will send and receive 392.5 billion emails each day in 2025, up from 361.6 billion in 2024. A 2023 Grammarly and Harris Poll survey found that 72% of workers lose at least 30 minutes every day because of unclear emails.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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Further Reading in Communication - Written Communication
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How to Write Better Emails
Learn how to write better emails with seven tips on purpose, brevity, specifics, structure, plain words, clear action and courtesy. Turn every message into 157
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How to Write More Clearly
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Business Writing Skills: How to Convince People
Learn business writing skills that win trust: respect readers, prove each point with facts, science and case studies, and blend logic with clear, engaging style
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How to Improve Your Writing Skills
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A Short Course on Speed Reading
Learn speed reading today. Cut reading time, boost comprehension and memory recall, reduce subvocalisation, and turn text into mental images with daily drills.
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Looking for Communication Skills Training?
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