5 tips for writing the effective email

5 tips to follow to write the effective e-mail

Our inboxes become packed with e-mails that will never be read or responded to, especially after the holidays. The reason is that we receive thousands of e-mails, which are often unreadable, unclear, and too long.

Today's attention span has tremendously decreased compared to 20 years ago. Research suggests that the time we spend nowadays focused before becoming distracted is less than 8 seconds, and that is even less when scrolling through social media.?

Most of us go through e-mails by quickly skimming and scanning them, thus leaving much room for misunderstandings and ambiguities that written communication brings.

Therefore, e-mails we receive or send should be more readable, precise, or shorter to convey the messages and get the proper attention and response. Most importantly, it is essential to avoid it ending up at the bottom of your colleagues' list; here are five helpful tips for writing an effective e-mail:

1. Firstly, you must ensure that your e-mail is concise and clear. Mainly, be straightforward about the purpose of your e-mail. Make sure you answer the question: What do you want/need from your e-mail receiver?
2. Use a maximum of 5 lines per paragraph - For the e-mail to be readable easily and quickly, your sections should be at most five lines to hold the reader's attention.?Also, 5 paragraphs in one e-mail are the maximum one can process.
3. Use Micro-messaging - an effective way to communicate one message or idea via sending just one e-mail to address it. If you have several requests or information, sending separate e-mails for each one is more effective than writing one long e-mail with many ideas and demands that would be hard for your reader to digest.?
4. Use bullet points and numbers - To make your e-mail easier to follow and comprehend, you can use bullet points for each item you want to address so that e-mail recipients can track the communication faster and easier. You can even enlist them with numbers for more precise tracking, and marking them as such makes it easier to follow the message you send by e-mail and thus keeps your reader's attention.?
5. For more complex information, use the attachment - To avoid sending an e-mail that no one will read because it is lengthy and has much information, put additional details or documents in the e-mail attachment.

And remember, it is not always possible to communicate all your ideas and information by just e-mailing. Often, scheduling a short meeting and hopping on a quick phone call or online conversation to clarify essential topics more quickly is more effective.

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