5 Tips to Write Better Emails

Do you want to write better emails?

Write better emails

“But why? I mean, I’ve been writing emails for 10 years and no one ever said my emails suck”

“Possibly they said so, but you did not listen! Possibly they conveyed that you wrote bad emails but you did not get the message?”

“Hmmmm..”

Can you imagine this conversation with you?

And bad emails don’t just mean incorrect grammar, wrong spellings or improper format. That, in fact, is elementary.

If you write grammatically incorrect emails in bad spellings and wrong format, a) finish an English grammar work book, b) use spell checker, and, c) read 5 pages on google about email formats.

Here, we will talk about how to get people to respond to your emails, get the idea you want to convey and hail you as the next rising superstar in your company.

Yes, that’s possible and no, you don’t need to walk on nails or hold your breath underwater for 30 minutes.

1) Write an explanatory subject line

If the email subject is too generic (eg: “Meeting”, “Sales plan”, “Recruitment drive”), the receiver may push it way down his priority list. Infact, he may not even open it all or even flag it as spam.

Include enough specific information in the subject line so that the receiver understands exactly what it is and decide on how quickly to read and respond to it.

Eg: “Sales meeting at 7 pm, conference room” is a better subject line than, “Sales meeting”.

“Followup to telecon on March 13: BodhiSutra Spoken English training” is a much better headline than, “BodhiSutra spoken English training”.

2) Include a call to action

The job of business emails is to get the other guy do something – it could be attending a meeting or approving a document or making a payment or releasing a purchase order.

State your case and then add a clear call to action. Do not keep it implied.

Eg:

“Please find attached the requested quotation for your review” leaves the call to action ‘understood’. Express it, instead.

“Please find attached the requested quotation. Please review it and suggest a convenient time next week for followup discussions”

3) Don’t assume things

Isn’t it obvious? Isn’t that understood? Wouldn’t he automatically know it?

What information are you assuming as obvious? What action you think is clearly implied? What concerns do you think everyone knows?

Summarize them clearly.

If you are in doubt about whether the receiver will understand a technical term, explain it.

When in doubt, elaborate.

4) Reply the emails the same day

Yes. Treat it as a gospel.

If the email requires you to analyze 100 pages of data and then respond, acknowledge the email and indicate a time when you will be ready with the required response.

Eg: “I have received your email. I will be reviewing the data and will send you the detailed analysis by next week”

5) Avoid unnecessary words

Shorten the sentences, write active voice and don’t repeat.

Verbosity wastes the reader’s time and confuses him and also portrays you in bad light.

See if multiple sentences say the same thing or sentence structure can be changed to need fewer words and cut down on any unnecessary bureaucratic beating around the bush.

For example:

“Please find attached the monthly sales forecast for Q2 for your perusal. Your kind self is hereby requested to please review it and let me know if any explanations are required or clarifications sought”

Enough to give anybody a headache.

String together 10 such lines and you’ve made a potent high BP and stress virus.

Instead, just say, “Please find attached the monthly sales forecast for Q2. Please review it and let me know if you have any queries.”

We don’t know if a babies feet are really known in the cradle but your career progression is definitely known through your emails. Get it right before it is too late.