How to use emails effectively

Emails: pleasure or pain?

Have you ever received an email that gave you the impression the sender had not thought about or checked what they had written?

Email has revolutionised business. It is fast, inexpensive and easy to use … but it is easy to slip into bad habits.

Emails are just as important as any other form of business correspondence so the same standards should apply to your writing.

Here are 10 points to consider when writing your next email.

1. Is an email appropriate?

Think about your message and its purpose.

Consider an alternative to email when:

  • Your message is personal or confidential
  • You need an immediate response
  • If you’re concerned that your message might not be clearly understood

2. Write an informative subject line

When you send an email you want to make sure that it’s opened, read and acted upon. The subject line of each email message needs to say precisely what the email is about.

3. Structure your message

When writing an email think about the:

  • Purpose – Why are you sending it?
  • Desired outcome – What do you want the reader to do?
  • Reader – How will they feel or react in response to your email?

4. Be concise

A computer monitor only shows about half of what you see on the hard copy of an email. Most people don’t like scrolling down a screen so use short paragraphs and leave blank lines between them.

5. Know your audience

Every time you write something you should have a particular reader or audience in mind. Knowing your audience can help determine the appropriate language, content and tone.

6. Make your message readable

As in any form of written communication, respect common grammar and spelling conventions by:

  • Using standard capitalisation and spelling
  • Spacing out information so the message is easy to read
  • Personalising the message by using a conversational tone

7. Include a greeting and a sign-off

When you write an email you’re writing to a person so be polite and acknowledge them. Address them by name and include a sign-off. This promotes a professional and courteous image and also makes your email more pleasant to receive.

Including a signature with contact details enables the reader to contact you if need be and doesn’t require you to include these details in the body of your email.

8. Think before you click Send

Email is so quick that it’s often tempting to reply without thinking through the implications.

If you find yourself writing with strong feelings about an issue, draft your response and don’t send it immediately. Have a break and then check it later to see whether it’s still what you want to say.

9. Check attachments

If you’ve referred to an attachment in your email check that you’ve actually attached the document … and the correct one at that!

10. Check what you’ve written

It’s important to check your message before you send it and correct any errors.

Check that the message covers exactly what you wanted to convey and that the key information is contained within the first few sentences.

By following these points, your emails will more likely be opened, read and acted upon.

Do you have any tips to add to these?

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Learn About This Author
Maria Pantalone

Maria Pantalone

Maria Pantalone is the author of Success Talks: Conversations with Everyday Leaders. Maria works with individuals and teams to make communication their strength so that their message is heard. She provides tailored programs in presentation skills, business writing and effective communication as a leader and team member. Maria’s programs help her clients to excel in their role and be recognised as leaders in their field.

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