How to Write Effective Emails
Whether you’re writing an informal email to an internal colleague or a formal message to an external client, your emails should always be clear and relevant communication. It’s worth your time and effort to develop good email communication habits, as email has the potential to move quickly within an organization and can become widely available beyond the intended recipient(s). This article covers the following topics to help you write more effective emails:
- Write an informative subject line
- Introduce yourself when necessary
- Keep it short and simple
- Assume communication is public
- Proofread email content
Write an informative subject line
The subject line should accurately describe the content of your email. Use dates and specific language as much as possible, as most people typically scan subject lines to determine whether to open, forward, file, or trash a message. An informative subject line alerts recipients of an email’s importance and relevance among an influx of other messages. Here are some examples of effective subject lines:
- Best Practice – Customer Service Inquiries
- Response Requested Today – Decision on Murphy Account
- Agenda for Bimonthly Diversity Meeting on January 3, 2010
Introduce yourself when necessary
Don’t bother with formal salutations such as “Dear Mr. Thomas”; instead, begin the email with the recipient’s name followed by a colon.
Always include your name, position within the company, and any other important identification information in the first few sentences when your email is a “first contact” or “cold call”. This helps the reader understand who you are and why you’re contacting them. Appropriately introducing yourself also builds your credibility and improves the speed with which you receive a response.
Here are examples of effective introductions:
- Jim: My name is Joan O’Brien, and I am with the Sunlight Company. I am contacting you regarding your request for a proposal.
- Mr. Smith: My name is John Peters, and I received your contact information from my manager, Vernon Jackson, who suggested I reach out to you regarding the company newsletter.
Keep it short and simple
Nobody has time to read a lot of irrelevant information so it’s important to express your main points with as few words as possible. To ensure your message stays on point, your main theme should be stated in the subject line and clearly articulated in the body of the email. Avoid addressing topics unrelated to the purpose of the email.
Strive for brief emails, as long emails create opportunity for readers to inadvertently skip important information. Try to keep your emails to 250 words or less. If you must send a long email, break the body of the message into several paragraphs, labeling these paragraphs with headings. It’s also helpful to provide key information or insights in bullet form. Here’s an example of a short and simple email:
Subject: UPDATE – Process to Secure Resources for the Thompson Project
Team:
I want to make you aware of the process for securing resources you may need while working on the Thompson project:
- Commissioning Form – This form is required to secure resources needed for the project and should be completed three days prior to the date that resources are needed.
- Confirmation Email – After submitting the commissioning form, you will receive a confirmation email that your request has been received.
Please let me know if you have any questions.
Mary Martini
Project Manager
312-555-5555
Assume communication is public
Your emails should always be written in an appropriate tone. Use positive words and common courtesies in order to convey an open and inviting message. Refrain from sending negative emails because the recipient(s) will have a record of communication in which your tone could be perceived as inappropriate.
If you find yourself writing a message that is driven by emotion, consider saving a draft and revisiting the message at a different time. Ask a trusted friend or colleague to review the email before it’s sent to ensure the message’s tone is constructive and positive.
Proofread email content
It’s always important to proofread your email content. Like it or not, you could be judged based on the content and quality of your message. If you send an email that contains a lot of grammatical errors, you risk jeopardizing your credibility. Run spelling and grammar check in Microsoft Word if the features are not available in your email application. Have a friend or colleague read the message if it’s a particularly important email.
To re-cap, make sure your emails are informative, brief, and appropriate in tone. Learning how to write effective business emails is a challenge that all young professionals face – these tips will give you a head start. Good luck!
By: Rob Roy
12-12-2009
Rob Roy is a graduate of the University of Wisconsin and a part-time graduate student at the University of Chicago. He works as a marketing consultant and lives in Chicago, Illinois.
