Irrespective of our roles, we all need to communicate in some way or the other. We may write e-mails, create PowerPoint presentations, blogs and social media posts or even articles and write-ups and more. To help you write better, Talent launches a series of “how-to” articles, starting with tips on writing great e-mails! Each article also has a list of additional resources that you can use to create better, sharper, concise and compliant communication.
Have you ever sent an e-mail that caused confusion and took at least one more communication to clear up? Miscommunication can occur if an e-mail is unclear, disorganized, or just too long and complex for readers to easily follow.
Keep the following tips in mind when you write your next e-mail and see what an impact a few small changes can make. With the number of bad emails we all get every day, people really will notice the difference when a good one lands in their inbox.
Slow down
It takes time to formulate your thoughts and to write your message out in a clear way. Then think about your message’s audience and what he, she, or they may need in order for your message to have the intended result. So, next time you have to write a more in-depth email to someone, give it the time it deserves.
Salutations
“Dear” is the one of the most appropriate salutations you can use. If you are writing to colleagues and people with whom you are very familiar, “Hello [First Name]” or “Hi” works well.
“Greetings All” and “Good Day Team” work well when addressing a group or “Dear Sarah, Bob, Joe and Sam,” for work colleagues.
Closing with a “best” or “best regards” or a simple “regards” is good enough. The use of “Sincerely or Very Truly Yours” is outdated and overly formal.
Master the subject line
E-mail subject lines are like newspaper headlines. They should convey the main point of your e-mail or the idea that you want the reader to take away from your e-mail.
Beginning, middle, and end
You should think about your e-mails having a structure. Give your recipients all the information they need to take whatever action you are asking of them. Wrap up your e-mail with action steps.
Keep it short
A longer e-mail doesn’t mean that you have covered all points; it just means you have given more room where people blank out your message because it just drags.
Format your message
Use white space to visually separate paragraphs into separate blocks of text so it is easy to read. Bullet important details so they are easy to pick out.
Proofread and fact check
Once you’re done typing your e-mail, always re-read your emails, at least once. Besides just checking for basic spelling and grammar mistakes, you are also fact checking.
Add the address last
Make sure that you double-check the addressees on any important e-mail you send. Even better, don’t address an email until you’ve finished reading and editing it. There’s nothing worse than accidently firing off your unfinished thoughts to an important business contact.
Think how you would feel if it went public
Finally, before hitting send, think about how you would feel if this e-mail was read by anyone but the person you’re sending it to. This is a great final check to make sure your e-mails sound respectful and professional.
Words and phrases you should avoid
Asking, “Does this make sense?”: This makes you sound uncertain.
Starting with “I hope you are well”: Most of us are guilty of this one—but it can really put people’s backs up, says Geoffrey James, author of Business Without the Bullsh*t.
“Can I pick your brain?”: Even if you do want to use someone’s expertise, you should make it clear that you’re offering something in exchange, says entrepreneur Steve Blank.
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