How to Write Effective Emails

Did you know that the average office worker receives around 80 emails a day? [1]

Like any method of communication, emails can cause confusion, annoyance and even resentment if they're handled incorrectly.

In fact, a survey showed that nearly 64 percent of working professionals had sent or received emails that unintentionally caused anger or resentment. [2]

So what can you do to make sure your emails get the desired result?

Here are six tips that can help:

1. Avoid Email Overload

Before you send an email, ask yourself this: "Is it really necessary?"

Pick up the phone or use IM if you need a longer chat. Or if you need to deliver bad news, 
do it in person.

2. Write a Compelling Subject Line

You want your email to be opened, so make sure your subject line clearly summarizes your message and grabs the reader's attention.

3. Keep it Clear

Don't cram too much information into an email, so that you don't confuse your reader. Keep sentences short and to the point, number paragraphs, or use bullet points.

4. Mind Your Manners

Your email reflects your professionalism so be polite. Sign your message off properly, and avoid using emoticons, informal jargon or abbreviations.

5. Check Your Tone

Unlike face-to-face communication, email doesn't include body language or non-verbal cues, so choose your words carefully. 

Think about how your email "feels." If you think the reader might misinterpret your message, rephrase it.

6. Proofread 

Before you hit the send button, check for spelling, grammar or punctuation errors. Simple mistakes like these can detract from your message and make you look unprofessional.


References

[1] The Radicati Group, Inc., (2015). Email Statistics Report, 2011-2015 [online]. Available http://www.radicati.com/wp/wp-content/uploads/2011/05/Email-Statistics-Report-2011-2015-Executive-Summary.pdf.

[2] Sendmail, (2013). How's Your Email Working for You? [online]. Available at: https://www.cpp.com/images1/mbti_sendmail_infographic.jpg.


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