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Although many of us are already savvy when it comes to writing, many more people want and need to learn how to write effective emails. This is imperative nowadays due to the ubiquity of the internet in work, school and everything in between.
1. The Basics
Make sure to use proper grammar and sentence structure when writing to anyone, whether it’s your mother or boss. You can always use the practice. Remember that the rules of paper formatting count in email too. Also, be specific. Unstructured phrases that use too many pronouns leave the reader guessing about the subject that you are trying to talk about.
Don’t overload your co-workers or clients in the number or length of emails you send. Use concise details for specific operations that you are trying to address. If you need very specific info, it might be better to draft a report or have a meeting with a note-taker. If you are emailing to a group of people, then minimize sharing details with everyone. Instead, write multiple emails and simply copy and paste the main points from one person to another, adding in details as you go.
Use proper email format for letter when writing. That way, your recipient can then better understand and utilize the information you’ve provided. So, don’t just write an email like it’s to your spouse. Is it in response to a question? Make this obvious. Are you sending a questionnaire? Make it organized. Lastly, always include information about the addressee (at the beginning) and yourself (at the end).
Be appropriate. For some reason, many people think that email is more casual or less formal than other forms of communication. This may have been true 20 years ago, but now, it’s the primary form of communication for many companies. Never be rude, offensive, sexual or otherwise inappropriate. On the one hand, this makes sense because you don’t want to jeopardize any relationships, but you also should look out for your own interests – usually, email is monitored.
Getting the most out of email has to do with more than just the writing part. Be sure to keep track of all your valuable and important communications by incorporating a BCC line back to yourself, your boss or perhaps just generic inbox, so that you can always have a record, and you can also see what it looks like on the receiving end. Also, be organized. Have more folders than just your one inbox (but not too many that it stops being efficient). Also, be sure to always have all of your contacts and their information in one place – don’t hop back and forth between accounts or address books. This way, your emails are working for you!
About the author: Carla Boddecker likes to write about business, finance & saving money at www.healthinsurancequotes.org.