Make the connection today.
Cathi Douglas Communications
  • Home
  • About
    • Resume
    • Testimonials
    • Awards and Honors
    • Community Service
    • Strategic Communications
  • Clients
  • Samples
    • Feature Writing
    • Marketing / Public Relations
    • Higher Education
    • Health Care
    • Financial
    • Nonprofit
    • Orange County Stories
    • Newswriting
  • Archive
  • Blog
  • Contact

Write Better Emails That Generate Results

12/18/2015

0 Comments

 
Picture
We spend more than a quarter of our average workday dealing with emails – they’re convenient, quick and productive. Still, few of us take the time to make sure the messages we send are succinct, effective and written in the proper tone – which can be critical in business communications. There’s a definite downside to poorly written emails that can lead to misinterpretation and issues with your colleagues.

Keep etiquette in mind and guarantee your messages will be read with these tips.
  • Keep it short. The best emails are under 150 words. Get to the point. Announce your intentions up front.
  • Tell your reader what you need and when you need it.
  • Eliminate ‘crutch’ words. Delete adjectives and adverbs.
  • Consider opening with a summation of the issue at hand.
  • Include one ‘big idea’ in each email. Focus and your reader will focus, too.
  • Avoid open-ended questions. Instead use statements designed to prompt action. Rather than ‘what do you think?’ write instead ‘I think we should proceed. If you don’t, let’s talk.’
  • Eliminate ‘me’ and ‘I’ from the discussion. Reducing the use of ‘me’ words forces you to consider how what you’re doing benefits others. It also makes your reader more receptive.
  • Occasionally write emails that contain only congratulations or praise – not requests or demands. Offer well-wishes and useful resources.
  • If apologies are necessary, don’t say you’re ‘sorry,’ an overused phrase that can seem flippant. Write ‘I apologize’ instead and outline your plan for avoiding the mistake in the future.
  • Reply quickly. When something is important, immediacy is critical.
  • When delivering criticism, be specific and respectful. Offer concrete suggestions and alternatives. Keep your tone positive.
  • Re-read each email before sending. Consider reading everything twice. That’s easier, of course, if your emails are succinct.
  • Add the address last. Make sure you double-check the recipients on any email you send.

When you write better emails, you nudge projects forward, eliminate time-wasting misunderstandings, and get things accomplished efficiently. Well-written emails also inspire others to communicate more clearly and effectively. Perhaps most important, writing better emails can give you a disproportional advantage when trying to prompt action, motivate a team, sell a product or connect with colleagues. Set yourself apart. Write better emails and see how effective your best communication can be.



0 Comments



Leave a Reply.

    Cathi Douglas, APR

    These resources are provided to assist you with your writing, public relations and more.

    RSS Feed

    Categories

    All
    Communication
    CoronaVirus
    Customer Service
    Emotional Intelligence
    Ethics
    Leadership
    Networking
    Organization
    Productivity
    Professional Development
    Public Relations
    Racism
    Renewal
    Speaking/Interviewing
    Tutorial
    Writing

    Archives

    October 2020
    September 2020
    July 2020
    June 2020
    May 2020
    March 2020
    February 2020
    October 2019
    August 2019
    April 2019
    March 2019
    February 2019
    January 2019
    December 2018
    October 2018
    September 2018
    August 2018
    June 2018
    May 2018
    April 2018
    March 2018
    November 2017
    October 2017
    September 2017
    August 2017
    July 2017
    January 2017
    November 2016
    October 2016
    September 2016
    August 2016
    July 2016
    June 2016
    May 2016
    April 2016
    March 2016
    February 2016
    January 2016
    December 2015
    November 2015
    October 2015
    September 2015
    August 2015
    July 2015

National Association of Women Business Owners
 




​    Copyright 2021 Cathi Douglas Communications, Inc.  
    Providing seasoned professional public relations services to nonprofit,  higher education and consumer clients.