Write Better Emails That Generate Results

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.

---