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Last updated on 2024年6月21日

How can you edit your internal emails to be more engaging and informative?

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Internal emails are an essential tool for communication and collaboration in any organization. However, they can also be a source of confusion, frustration, and boredom if they are not well-written and edited. How can you edit your internal emails to be more engaging and informative? Here are some tips to help you improve your email writing skills and make your messages clear, concise, and compelling.

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1 Know your audience

Before you write or edit your email, think about who will read it and what they need to know. Consider their level of knowledge, interest, and expectations. Tailor your tone, style, and content to suit your audience and purpose. For example, if you are sending an email to a senior manager, you might want to be more formal and concise than if you are sending an email to a colleague. If you are sending an email to a large group of people, you might want to use bullet points, headings, and summaries to make your email easy to scan and understand.

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Farhia Jabbar

Marketing and Communications Professional
(已编辑)
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You get to the next step when he/she opens the email therefore the subject line has to be eye-catching and should make the reader stop. There is an overdoze of work emails everyday and the last thing you want to send out is irrelevant emails from your desk. Short, to the point and clear content will win. Interactive content will increase the chances of engagement. This could include: Polls ( but please dont bombard the audience with them, send them to only relevant people) Videos Pictures asking for submissions stories etc.

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Shauna Elkin

Director @ Pfizer | Corporate Communications | Executive Communications | Employee Engagement | Change Management | Internal Communications | Data-Driven Strategist
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In addition to knowing your audience, consider the internal and external landscape as you write. You will come across as more authentic and invested in their success if you acknowledge their circumstances, explain why you are sharing the information, and demonstrate clearly how you can make it easily actionable for them. This is particularly important if you are sending a call to action.

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2 Write a clear subject line

The subject line is the first thing your recipients will see, and it will determine whether they will open your email or not. Therefore, you should write a clear, specific, and relevant subject line that summarizes the main point or action of your email. Avoid vague or generic subject lines that do not convey any information or urgency. For example, instead of writing "Update", write "Update on project X deadline and next steps". This will help your recipients to prioritize your email and know what to expect from it.

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3 Use a logical structure

A well-structured email will help your recipients to follow your message and respond accordingly. Use a logical structure that includes an introduction, a body, and a conclusion. In the introduction, state the purpose and context of your email and provide any necessary background information. In the body, present your main points, arguments, or requests in a clear and coherent way. Use paragraphs, transitions, and subheadings to organize your ideas and create a flow. In the conclusion, summarize your main message and provide a call to action or a next step. For example, if you are requesting feedback, ask a specific question or set a deadline.

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4 Be concise and precise

One of the most common complaints about internal emails is that they are too long and wordy. To avoid this, you should edit your email to eliminate any unnecessary or redundant information and use clear and precise language. Use short sentences and paragraphs, avoid jargon and acronyms, and choose simple and direct words. For example, instead of writing "Please find attached the document containing the information you requested", write "Here is the document you asked for". This will make your email easier to read and understand.

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Shauna Elkin

Director @ Pfizer | Corporate Communications | Executive Communications | Employee Engagement | Change Management | Internal Communications | Data-Driven Strategist
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A good process for writing internal emails is to draft the email as you would prefer it, put it aside and move on to something else. Come back to the email and force yourself to shorten it by 1/3 without losing any of the pertinent information or context (for help read "On Writing Well" by Zinsser). Then rewrite any lengthy paragraphs in bullets. Finally, being direct and to the point is not an excuse for lack of appropriate tone, or not tailoring the content to the audience.

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Mohammed J.

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Be polite, Maintain Rapport with the client, Schedule meetings, create interest and continue the routine. Small steps will help you reach successful experiences.

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5 Add some personality and emotion

While you should always maintain a professional and respectful tone in your internal emails, you can also add some personality and emotion to make your email more engaging and human. You can do this by using a friendly greeting and closing, addressing your recipients by name, expressing appreciation or gratitude, using humor or anecdotes, and showing empathy or enthusiasm. For example, instead of writing "Thank you for your cooperation", write "Thank you for your amazing work on this project". This will help you to build rapport and trust with your recipients and make them feel valued and motivated.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Paul Cawley

Communications at Boots Ireland
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As far back as 2001, the phrase ‘email interruption’ was being used. Researchers Jackson, Dawson and Wilson wrote a paper titled ‘The Cost of Email Interruption’. It outlined how far more time than perceived is taken up with the interruption of an email including leaving a current task within six seconds and taking over a minute of 'recovery time' before returning to the original task. Using your data on open rates, CTRs, engagement metrics you can roughly calculate the cost in time of each mail you send., eg 3 minutes across 3 mails a week for 1,000 people. If you think the cost of email interruption is worth it – go for it. If you’re unsure, rethink how you get the word out, or question if you need to at all.

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How can you edit your internal emails to be more engaging and informative?

1

2

3

4

5

6

1 Know your audience

2 Write a clear subject line

3 Use a logical structure

4 Be concise and precise

5 Add some personality and emotion

6 Here’s what else to consider

Internal Communications

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How can you edit your internal emails to be more engaging and informative?

1

2

3

4

5

6

1 Know your audience

2 Write a clear subject line

3 Use a logical structure

4 Be concise and precise

5 Add some personality and emotion

6 Here’s what else to consider

Internal Communications

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