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.
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.
Blogs by Email
Do you want to receive an email whenever we post a new blog? The blogs contain article 5-10 minutes long - ideal for reading during your coffee break!
Further Reading in Communication - Written Communication
-
Business Writing Skills: How to Convince People
When in business it is vital to be able to communicate with your colleagues and customers. Knowing how to do so without insulting their intelligence is key to being able to sell an idea, or product or service.
Read Article > -
How to Write Better Emails
Have you noticed that reading through some emails can be a real chore? Don't let your emails be like that. Here are some great tips on how to write better emails and inspire others to do the same!
Read Article > -
A Short Course on Speed Reading
Speed reading will not only increase your rate of reading, but improves your comprehension and recall of what you read.
Read Article > -
How to Write More Clearly
Clear communication is vital for successful business. Ambiguous writing leads to misinterpretations and costly errors. Learn how to write more clearly to get your message across.
Read Article > -
How to Improve Your Writing Skills
We all need to write emails, reports, summaries and proposals in a professional manner. Learn how to improve your writing skills today.
Read Article >
Looking for Communication Skills Training?
If you're looking to develop your Written Communication Skills, you may find this Communication Skills Training Course beneficial:
Open Training Course Pricing and Availability
Next Open Course Starts in 23 days, Preston, places available