More people are opting to chat digitally rather than in person or by phone. As a result, knowing how to craft an effective email is now an essential skill — one that can give you a competitive edge.
Want to write more effective emails? Try putting these five tips into practice:
1. Keep your message concise.
Your subject line should be brief and to the point. Use short paragraphs to address the key points of your topic. Avoid ambiguous language and provide specific details (enough to avoid misinterpretation).
2. Open and close emails respectfully.
Open with a courteous, professional greeting, and use the appropriate level of formality (e.g., “Hi John” for a co-worker or “Dear Mrs. Jackson” for a client). Don’t forget to end with a considerate closing, such as “Thank you” or “Best.”
3. Choose your words and tone carefully.
Don’t approach emailing as you would casual texting. Be direct and to the point, but not without empathy and respect. In general, avoid text abbreviations, emojis or language that may seem dismissive.
4. Make your message easy to skim.
It’s best to use short paragraphs, bullet points and subheadings (if necessary). Include white space after greetings, between paragraphs and before closings to help break the content into more easily digestible chunks. This allows the recipient to find essential information at a glance.
5. Proofread before sending.
Built-in spelling and grammar checks are helpful, but they’re not equipped to catch everything. Miscommunications can result from omitted attachments, misleading punctuation or missing words. Always proofread your email at least once before hitting send.
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