The less you include in your emails, the better. Practice Empathy Empathy is the ability to see the world through the eyes of other people. With everything you write, ask yourself: How would I interpret this sentence, as someone reading it?
How would this make me feel if I received it? Here's an empathetic way of looking at the world to help you get started. They don't have time to guess what you want, and they'd like to be able to read and respond to your email quickly. If you can say something positive about them or their work, do so. Your words won't be wasted. Like to be thanked. If the recipient has helped you in any way, remember to say thank you. You should do this even when it's their job to help you.
Keep Introductions Brief When you're emailing someone for the first time, you need to let the recipient know who you are.
This is ideal because: It keeps the main email body as short as possible. Re-introducing yourself to someone who already knows you comes across as rude. If she's not sure whether she knows you, then you can just let her check out your signature. Your signature should include: A link to your website. Limit Yourself to Five Sentences In every email you write, you should use enough sentences to say what you need and no more.
Entrepreneur Guy Kawasaki explains: Less than five sentences is often abrupt and rude, more than five sentences wastes time. Not sure writing an email in five sentences is possible? Stick to a Standard Structure What's the key to keeping your emails short? Here's a simple structure to get you started: As Vinay Patankar of the Abstract Living blog explains: Examples of good closing lines include: Never use a long word where a short one will do. This advice is even more relevant today, especially when writing emails.
This leads to another of George Orwell's rules for writing, which can help you keep your sentences as short as possible: If it is possible to cut a word out, always cut it out. Use the Active Voice George Orwell again: Never use the passive where you can use the active. In writing, there are two kinds of voices, active and passive. Here's a sentence in the active voice: I throw the ball.
And here's the same sentence in the passive voice: The ball is thrown [by me]. If I had more time, I would have written you a shorter letter. In other words, writing short emails can be harder work than writing long emails.
Is my request clear? Could there be any misunderstandings? How would this sound if I were the recipient? Delete any unnecessary words, sentences, and paragraphs as you proofread. Remember, You're Not Fifteen Anymore If you want to show your personality in your email, let this shine subtly through your writing style. Write Like You Speak Email is a less formal way of communicating than writing a letter or even making a phone call.
Over to You What are your top tips for writing clear and professional emails? David Masters is a professional blogger and ebook writer.
You can find his books on Amazon and follow him on Twitter. Feed Like Follow Follow Weekly email summary. Looking for something to help kick start your next project? Envato Market has a range of items for sale to help get you started. Get access to over , creative assets on Envato Elements. Over 9 Million Digital Assets. Everything you need for your next creative project. Choose from 2, professionals ready to do the work for you. Quick Links Explore popular categories. Most of us in the business world use emails as the main, and in some cases the only, means of written communication.
For many students studying Business English and practising their business email writing skills is an important part of their course. While most of us are happy to write informal emails to friends that might have grammatical mistakes in them, the same is not true when writing to colleagues and clients with whom we want to make a good impression. So, how can you ensure that your email writing skills are up to standard?
Always have a subject line that summarises briefly and clearly the contents of the message example: It is good to use complex and compound-complex sentences, but ensure that they are easy to understand.
This can often lead to confusing sentences. List of Sentence Connectors in English with Examples! Is it a colleague, a client or your boss? Should the email be informal or formal? Most business emails these days have a neutral tone. Note the difference between Informal and Formal:. Formal — I am afraid I will not be able to attend. Informal — Can you…? Formal — I was wondering if you could….? Some emails to colleagues can be informal if you have a long working relationship and know them well.
The reader may also accept or overlook minor grammatical errors in informal emails. However, if the email is going to a client or senior colleague, bad grammar and an over-friendly writing style will most probably not be acceptable. While these can be tolerated in informal emails, they are very important in business emails as they are an important part of the image you create.
In some cultures, it is common practice to be very direct in email correspondence. Direct — I need this in half an hour. Indirect and polite — Would it be possible to have this in half an hour? Look at these words: Now look at these: Try and get some feedback on the emails that you write. Make your emails concise and to the point. Only send them to the people who really need to see them, and be clear about what you would like the recipient to do next.
Remember that your emails are a reflection of your professionalism, values, and attention to detail. Try to imagine how others might interpret the tone of your message. Be polite, and always proofread what you have written before you click "send. This site teaches you the skills you need for a happy and successful career; and this is just one of many tools and resources that you'll find here at Mind Tools. Subscribe to our free newsletter , or join the Mind Tools Club and really supercharge your career!
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Get your emails noticed for the right reasons by following these six simple steps. Key Points Most of us spend a significant portion of our day reading and composing emails. Add this article to My Learning Plan. Mark article as Complete. Show Ratings Hide Ratings. Comments 99 Over a month ago Midgie wrote.
Hi there, Thanks for that feedback. Glad to hear you found it helpful and hope it makes a difference to your writing. Midgie Mind Tools Team. Over a month ago wrote. Over a month ago BillT wrote. Hi Amir, We hope that you found something in the quiz outcomes that you will be able to use every day. Thank you for your positive comment. BillT Mind Tools Team. Please let me know if you can make that time. Could you amend it with these comments in mind?
Despite the popularity of texting and social media, email remains the most common form of written communication in the business world — and the most commonly abused. Too often email messages snap, growl, and bark — as if being concise meant that you had to sound bossy. Not so.
Feb 20, · Last week, I shared tips for better email newsletter marketing. Today, we’re talking about simply writing effective emails. Today, we’re talking about simply writing effective emails. After all, sending an email that gets to the point and gets results isn’t always as easy as you might think.2/5(1).