10 Best Practices on How to Write Effective Emails

Emails are widely used in business functions when communicating within an office as well as with the outside world. And through emails, we need to keep in our mind that we are dealing with another human on the receiver’s end. Therefore, for an email to be effective and to sound magnetic here’s a bunch of tips you could practice daily.

1. A Clear Subject

The subject on the email is usually the first component that has the power to trigger the receiver to open your email or whether to disregard it. Having a clear-short subject that concisely addresses to what you have in the body of the email would be more intriguing for the recipient to open it. Subjects that are too long with too many difficult words will lose the recipient’s quick attention and understanding, leading to a failed approach.2.

2. Use Proper Salutation in Emails

One of the most dangerous and common mistakes in the salutation is the use of the word “hey”, a word that is very familiar but informal. Despite how friendly we might be with our colleagues at work we should not forget that an email is always a little more formal than a normal chat. If to avoid hurting your recipient and also to show your respect, try using “Dear”, “Hi” or “Hello” followed by the name in your salutation instead of saying “hey” and see how positive their response will be.

3. Summarize your Content

We are all caught up with our work. As much as you would avoid reading lengthy emails, so would your receiver. Try to keep your message as brief as possible, including all the essential points that need to be mentioned but not too many complex-boring paragraphs. Too much detail in the body can discourage the reader and result in delayed responses.

4. Read at least 2-3 times before you hit “Send”!

It is important that you proofread your email twice or thrice before you send it. In my experience, about 90% of my emails were rephrased and edited by me to avoid thousands of silly mistakes I would have made. Thanks to proofreading 🙂

5. Acknowledging your Emails

Practice responding to all your emails even if it is only to say “noted.” This will not only respect the sender but also flag him that you got the message. And also it will send the message that you expect the same from others when you send an email.

6. Add the Recipients at Last

Have you not accidentally clicked on “Send” or miraculously some key combination triggers the “Send” before you have finished drafting your email? Or perhaps without the attachments? I myself have experienced both embarrassment and carelessness as a result of it. And now I’ve made it a practice not to add the recipients until I’m ready to send the email.

7. LET’S SAY NO TO UPPERCASE

By drafting your email in capitals it might sound as if you are either shouting or yelling at your recipient. It would be best to avoid typing in uppercase unless you are trying to highlight a point (or you’re are actually yelling at your recipient 😀 ).

8. No large attachments

Some email servers restrict emails from sending large sized files. Therefore consider your email size when adding attachments.

9. Don’t Use Shortened Words on Emails

Avoid using short words such as “4” instead of for, “ur” instead of your, “ain’t” instead of isn’t, etc. as they are informal as well as could raise ambiguity to the reader.

10. Think before clicking on Reply All

Use the “Reply All” method only if your reply is related to all the recipients in the email. Or it could make someone feel as if you are trying to highlight yourself or you do not understand the usage of “reply all” option.

By now you would have understood that by keeping the above points in your mind you can save yourself from making silly mistakes, and also help you become a pro in drafting impeccable emails.

After all, your emailing style will certainly reflect who you are!

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