How do you write clear, concise, and courteous emails that get results?

Knowing your audience is the foundation for all communications in life. The most effective communicators are like chameleons; they set aside their preferred style and write every email to suit the audience. If you want people to do what you ask, forget about everything you know, because the audience doesn’t care. Give them what they need, address their concerns, and cut the fluff. In the end, it’s all about them, not you!

Use a descriptive subject; Choose an appropriate greeting; Get straight to the point at the beginning of the email; Keep paragraphs clear and avoid unnecessary complexity; Highlight calls to action when necessary; Use bullets or numbering for lists; Personalize the message with relevant details; Avoid redundancies and stay focused; Review grammar and spelling; Conclude the email cordially; Review before sending to ensure inclusion of essential information and an appropriate tone.

Before you begin writing an email, clearly define your objective and understand who will be receiving it. Knowing your purpose helps you stay focused and ensures that your message is relevant. Tailor the tone, formality, and content to the recipient—whether it's a colleague, client, or manager—ensuring that your email addresses their needs and expectations. Understanding your audience ensures that your message resonates and leads to the desired outcome, whether it's getting a response, approval, or action.

Your subject line should be direct and informative, giving recipients a clear idea of what the email is about at a glance. It should be specific enough to grab attention but concise enough to avoid overwhelming the recipient. A well-crafted subject line helps prioritize your email in a crowded inbox, sets the tone for the message, and encourages timely responses. For example, "Meeting Reschedule for Thursday" is far more effective than "Important Update," as it provides clarity and context.

In my experience, the use of bullet points and sections have helped me get responses faster while effectively conveying the expectations of all parties. For example, using a structure like this.. - Introduction: of yourself and/or the purpose of the email (keep it high level) - The body: provide the context needed to understand the situation and importance. What do they need to know in order to align or fulfill the next steps? - Conclusion: thank the recipient and share enthusiasm about a solution or what the result of this will be. - "The ask" and/ "Next steps" which will use bullet points to indicate the specific actions needed from them or what you are going to do. Include timelines or due dates in brackets at the end, if needed.

Organize your email with a logical flow to guide the reader through the message. Begin with a brief introduction that states your purpose, followed by the main content, and end with a clear call to action. Use paragraphs or bullet points for easier reading, and headings or subheadings if the email is longer or covers multiple topics. A well-structured email is easier to digest, which improves comprehension and increases the likelihood of receiving the response or action you need.

Use the rule of "KISS" (Keep It Simple, Stupid/Silly/Stud!) Don't make it too long, or people will lose interest. According to Dr. Gloria Mark, a professor of informatics at the University of California, Irvine, “In 2004, we measured the average attention on a screen to be 2? minutes. Now we find people can only pay attention to one screen for an average of 47 seconds.” Use videos and motion graphics to make the tone (on brand and) lighter and keep the information relevant and short.

In the early days of email, people would read every word you wrote. But those days are long gone, and nobody has time for long, wordy messages anymore. To avoid getting ghosted, stick to one paragraph with three sentences: 1) context, 2) what you need them to do, and 3) why it matters. This approach gets you quick replies so you don’t have to follow up with the dreaded question: “Did you get my email?”

Brevity is key in email communication. Get to the point quickly by avoiding unnecessary details or filler content. Stick to essential information that directly contributes to your message, and use simple, direct language. Short sentences and paragraphs help ensure your message is clear and prevents the reader from becoming overwhelmed by dense blocks of text. Concise emails are respectful of the recipient’s time and increase the likelihood of the message being read in full and acted upon.

Maintaining a polite and respectful tone fosters positive relationships and ensures that your message is received in good spirit. Always open with a courteous greeting and end with a respectful closing. Express gratitude where appropriate and avoid using demanding or aggressive language. For example, instead of saying, "I need this done by tomorrow," opt for, "Could you please complete this by tomorrow?" Being courteous not only reflects well on your professionalism but also encourages cooperation and positive responses.

To write more effective emails, consider leveraging email management tools and apps. Tools like Grammarly can help ensure your emails are free from typos and grammar mistakes, while apps like Boomerang can help you schedule emails or set reminders for follow-up actions. Tools that allow you to track email opens and responses can also be helpful in monitoring the effectiveness of your communication. These technologies can streamline your email process, reduce errors, and improve overall email effectiveness.

Always review your email before sending it. Proofread for any mistakes, ensure that the tone is appropriate for the context, and check that you’ve included all necessary attachments or links. Consider the timing of your email—sending it at the right time can improve the chances of it being read promptly. Lastly, be open to feedback. If your emails aren't getting the results you expect, consider asking for input from colleagues or analyzing which emails have been most successful and why. Continual refinement is key to mastering email communication.