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How effective are your email and memo communications?

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Email and memo are two common forms of written communication in the workplace. They can convey important information, instructions, requests, feedback, or updates to your colleagues, clients, or managers. However, not all email and memo communications are effective. In fact, poorly written or inappropriate messages can cause confusion, misunderstanding, frustration, or even conflict. To avoid these pitfalls and improve your communication skills, here are some tips on how to write effective email and memo communications.

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Kevin Lawrence

I Coach Entrepreneurial CEOs and Business Leaders | Keynote Speaker | Strategic Advisor | Coach for CEOs and Executive…
Larraine Solomon

Global Business Leader, Chief Strategy and Operations Officer, Coach and Change Agent
Jennifer Mills

Senior Consultant | Retail Marketing Partnerships | Client Liaison | Media Strategist

1 Know your purpose and audience

Before you start writing, you need to have a clear idea of what you want to achieve and who you are writing to. Your purpose and audience will determine the tone, style, format, and content of your message. For example, if you are writing to inform your team about a new project, you might use a formal and informative tone, a memo format, and include relevant details and deadlines. If you are writing to request feedback from a client, you might use a polite and persuasive tone, an email format, and include a clear call to action and a deadline.

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Kevin Lawrence

I Coach Entrepreneurial CEOs and Business Leaders | Keynote Speaker | Strategic Advisor | Coach for CEOs and Executive Teams | Actively Hiring Strategy Advisors
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I always say you can’t win if you're not on the same page. Ensure those who you are looping into an email have about the same amount of information on the topic you are referring to for an email to be an efficient and effective form of communication. It is best to not assume from a brief email others will be able to fill themselves in. If from the get-go, you recognize something you're trying to explain through an email is going to lead to plenty of follow-up questions, confusion, or require plenty of context for others to understand, it may be best to schedule a meeting instead.

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Larraine Solomon

Global Business Leader, Chief Strategy and Operations Officer, Coach and Change Agent
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Understanding what the outcomes are likely to be from an email is really important. Often people send an email to a group of people and hope to change behaviours as a result - but in large organisations this is usually wishful thinking! Often 'corporate' emails will not even be opened or read, let alone understood or acted upon. However, email can be a great tool to make people aware of an issue and they are very useful when communicating with a limited number of people.

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2 Use clear and concise language

One of the key principles of effective communication is to use clear and concise language. This means avoiding jargon, slang, acronyms, or technical terms that your audience might not understand. It also means using simple and direct sentences, avoiding unnecessary words, and breaking up long paragraphs into shorter ones. By using clear and concise language, you can ensure that your message is easy to read, understand, and respond to.

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3 Be respectful and professional

Another important principle of effective communication is to be respectful and professional. This means using appropriate salutations and closings, addressing your audience by their name or title, and using a courteous and positive tone. It also means avoiding emotional or aggressive language, sarcasm, humor, or criticism that might offend or hurt your audience. By being respectful and professional, you can build rapport, trust, and goodwill with your audience.

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Jennifer Mills

Senior Consultant | Retail Marketing Partnerships | Client Liaison | Media Strategist
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Professionalism, positivity and authenticity are key in effective communication. Remaining objective, doing your research in terms of understanding your audience is crucial to empowered engagement.

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4 Proofread and edit your message

Before you send your message, you need to proofread and edit it carefully. This means checking your spelling, grammar, punctuation, and formatting for any errors or inconsistencies. It also means reviewing your message for clarity, accuracy, relevance, and completeness. By proofreading and editing your message, you can avoid mistakes, confusion, or miscommunication that might damage your reputation or credibility.

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5 Follow up and respond promptly

The final tip for effective email and memo communication is to follow up and respond promptly. This means sending a confirmation or acknowledgment message when you receive an email or memo, or following up with a reminder or thank you message when you expect or receive a response. It also means replying to any questions, comments, or feedback that you receive within a reasonable time frame. By following up and responding promptly, you can show your interest, appreciation, and professionalism.

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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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How effective are your email and memo communications?

1

2

3

4

5

6

1 Know your purpose and audience

2 Use clear and concise language

3 Be respectful and professional

4 Proofread and edit your message

5 Follow up and respond promptly

6 Here’s what else to consider

Communication

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How effective are your email and memo communications?

1

2

3

4

5

6

1 Know your purpose and audience

2 Use clear and concise language

3 Be respectful and professional

4 Proofread and edit your message

5 Follow up and respond promptly

6 Here’s what else to consider

Communication

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