According to my research about Effective Emails, I would like to share with you the suggestions from mindtools.com. The average office worker receives around 80 emails each day. With that volume of mail, individual messages can easily get overlooked. These six strategies can help to ensure email is clear, effective and successful.
- Don’t over communicate by email.
- Make good use of subject lines.
- Keep messages clear and brief.
- Be polite.
- Check your tone.
- Don’t over communicate by email. Email is not as secure as you might want it to be, particularly as people may forward emails without thinking to delete the conversation history. Avoid sharing sensitive or personal information in an email, and don’t write about anything that you, or the subject of your email, wouldn’t like to see plastered on a billboard by your office. Whenever possible, deliver bad news in person.
- Make good use of subject lines. A well-written subject line like the one below delivers the most important information, without the recipient even having to open the email. This serves as a prompt that reminds recipients about your meeting every time they glance at their inbox.
- Keep messages clear and brief. Keep your sentences short and to the point. The body of the email should be direct and informative, and it should contain all pertinent information. If you need to communicate with someone about a number of different topics, consider writing a separate email for each one. It allows your correspondent to reply to one topic at a time.
- Be polite. The messages you send are a reflection of your own professionalism, values, and attention to detail. Avoid informal language, slang, jargon, and inappropriate abbreviations. Emotions can be useful for clarifying your intent, but it’s best to use them only with people you know well. Close your message with “Regards,” “Yours sincerely,” or “All the best,” depending on the situation.
- Check your tone. When we meet people face-to-face, we use the other person’s body language, vocal tone, and facial expressions to assess how they feel. Your choice of words, sentence length, punctuation, and capitalization can easily be misinterpreted without visual and auditory cues. Think about how your email “feels” emotionally. If your intentions or emotions could be misunderstood, find a less ambiguous way to phrase your words.
- Proofreading. Before to hit “send,” take a moment to review your email for spelling, grammar, and punctuation mistakes. The email messages are as much a part of your professional image as the clothes you wear. As you proofread, pay careful attention to the length of your email. People are more likely to read short, concise emails than long, rambling ones, so make sure that your emails are as short as possible, without excluding necessary information.
Submitted by Aigerim Utanbulatova