How to Write Effective Emails? Tips and Best Practices
The task of changing the world, as it were, starts with us: "Don't do to others..."
A good email should have a subject line that summarizes your message
People often scan their inbox by the subject. Make your subject line concise, but complete enough so that your readers can decide whether it's relevant. Never send an email with a blank subject line!
The absolutely worst thing to do: You want to write an important (perhaps even urgent) note to person X. You grab the first email from this person that you located in your inbox. It bears a subject line (if any), which has nothing to do with the message you are about to send. You just hit "Reply" and start clicking away. The subject line might have said "Thanks" and you wrote in the body of the email "I urgently need the July monthly report". Would you jump to open an email, which says "Thanks", when you have 50 other email you haven't opened yet?
Give your reader full context at the start of your message
Start off your messages with enough context to orient your reader. Avoid short, yes/no responses to messages, which may deal with several topics. If there were numbered or bulleted questions/issues, respond to them in the same fashion.
Make action requests clear
If you want things done, say so, clearly. The email should only be addressed "to" the person, whom you wish to act (or will hold accountable). Copy (cc.) those, who must know about it. Summarize action items at the beginning of the message. What? Who? By When? This way everyone can read (and understand) clearly what, if anything, they are expected to do. If there is only one requested action, it's best to write it directly in the Subject line. Often, that could be the entire email.
Edit messages before forwarding
Don't automatically forward any email without editing it. Make it appropriate for the ultimate recipient and make sure it doesn't get the original sender in trouble. Delete all unnecessary history from your forwarded message. Subject lines, which look like this "Fw:Fw:Fw: blahblahblah" loose their relevance.
Further Tips and Suggestions:
- Before sending an email ask yourself, would I mind seeing this on the front page of a newspaper?
- If it's a sensitive issue, work out the problem face to face. Pick up the phone or walk over the person.
- Don't reply to an email in a bad mood or when angry. Count to 10. Then, count to 20.
- Write in clear, plain and grammatically correct English. (In the age of Twitter, this may be too much to ask...wink-wink)
- Take time to write good emails. Fast, reactive email will lose its meaning and/or may offend someone.
- Be concise! Too much information can be a burden for people to read.
- Only send email to the people who need it. Don't send it to 10 other people just because you can. Avoid the CYA habit.
- Email should be brief; longer documents should be attached.
How to Write Effective Emails Tips and Best Practices - To learn more about this author, visit Alex Revai's Website.
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John BrennanJohn Brennan Ed.D. Dr. Brennan is President of Interpersonal Development, LLC, a training and development firm. Interpersonal Development has provided sales training and coaching to more than 3,000 sales reps from over 100 companies. A native of Australia, Dr. Brennan received his doctorate from the University of Rochester. His dissertation researched the effectiveness of Behavioral Modeling Technology in training people in interpersonal skills. While he has spent most of his career designing or delivering training, he was also a Vice-President of Sales of a training and development franchise with operations in 25 markets. Dr. Brennan has designed and delivered sales training in North America, Asia, Europe, Australia and the Middle East. He has been a guest speaker at numerous national and regional professional conferences. When Microsoft wanted Best Practices articles on sales for their web site, they called Dr. Brennan. The results are at http://office.microsoft.com/en-us/FX011387391033.aspx His firm’s clients have included Volvo, The Prudential, Merrill Lynch, Eastman Kodak, Gannett, Equifax Europe, the Economist Group and countless small businesses. - Visit John Brennan's Website |
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George LudwigGeorge Ludwig is a recognized authority on sales strategy and peak performance psychology. An international speaker, trainer, and corporate consultant, he helps clients like Johnson & Johnson, Abbott Laboratories, Northwestern Mutual, CIGNA, and numerous others improve sales force effectiveness and performance. Though it's George's strategies and processes that help corporations increase productivity and performance, it's his tremendous energy and dynamism that spark the transformation. Again and again, clients remark on his amazing ability to unleash human capacity and inspire men and women to break out of their comfort zones. The result is a whole new type of salesperson. His customized presentations teach achievers to make stunning advances in their lives. From helping salespeople realize cherished dreams to helping corporations exponentially accelerate revenue streams, George Ludwig leaves audiences and individuals empowered, emboldened, and clamoring for more. George is the best-selling author of Power Selling: Seven Strategies for Cracking the Sales Code and Wise Moves: 60 Quick Tips to Improve Your Position in Life & Business. - Visit George Ludwig's Website |
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