How to Write Emails That People Will Be Happy to Read

In the world of business, emails reign supreme. They’re the cornerstone of professional communication and crafting them effectively can set you apart as a leader. Inspired by the brilliant insights from Bryan A. Garner’s book, HBR Guide to Better Business Writing, here’s a guide to writing emails that not only capture attention but also leave the recipient delighted to read them.

Let’s break it down into four essential elements: relevance, clarity, brevity, and readability.

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1. Relevance: Start Strong

The subject line is your email’s first impression—make it count. A relevant, specific, and engaging subject line immediately signals the purpose of your email. Instead of a vague title like "Meeting," opt for something actionable and clear, such as "Agenda for Monday’s Budget Meeting." This ensures the reader knows exactly why the email matters to them and increases the likelihood of a prompt response.

Quick Tip: Always ask yourself, “If I were the recipient, would this subject line grab my attention and convey the purpose at a glance?”

2. Clarity: Say What You Mean

A well-written email leaves no room for misinterpretation. Use straightforward language and avoid unnecessary jargon or complex phrases. Instead of saying, “The project is currently way behind schedule on major tasks,” try being specific: “Our vendor is three weeks late delivering the software update.” This not only paints a clear picture but also helps the reader quickly understand the situation.

Pro Tip: Replace ambiguity with specifics. Clear communication saves time and reduces back-and-forth exchanges.

3. Brevity: Respect Their Time

Time is a premium commodity, so your emails should be as concise as possible. Include all essential details but strip away any fluff. Words like "actually," "personally," "I think," and "literally" often add little value and can clutter your message. Aim to make your point in fewer words while maintaining a professional tone.

For example, instead of writing:

"I just wanted to touch base with you regarding the project updates that we had discussed earlier in the week."

You can write:

"Here’s an update on the project we discussed earlier this week."

Rule of Thumb: After drafting your email, read through it and see what can be trimmed without losing meaning.

4. Readability: Make It Easy on the Eyes

An email that’s visually easy to navigate is more likely to be read. Break up dense blocks of text with short paragraphs, bullet points, or numbered lists. Utilize white space to make your message feel less overwhelming. Remember, what looks reasonable on a desktop may appear daunting on a mobile device.

Best Practices:

• Keep sentences short and crisp.
• Use formatting tools like bold or italics sparingly to highlight key points.
• Organize details with lists when sharing multiple items or steps.

For instance:

Instead of:

"Please ensure that you review the proposal, update the necessary figures, add your comments, and send it back to me by Friday afternoon so we can finalize it."

Write:

*"By Friday afternoon, please:

1.???? Review the proposal.

2.???? Update the necessary figures.

3.???? Add your comments.

4.???? Send it back for finalization.”*

The Bottom Line

To write emails that people will genuinely appreciate:

• Be Relevant: Make your purpose clear from the subject line.
• Be Clear: Avoid ambiguity by using precise language.
• Be Brief: Respect the reader’s time with concise messages.
• Be Readable: Structure your email for easy navigation and comprehension.

By applying these principles from Bryan A. Garner’s HBR Guide to Better Business Writing, you can transform your emails into tools of effective communication that stand out in the recipient’s crowded inbox.

Acknowledgment: Insights and techniques in this article are inspired by Bryan A. Garner’s invaluable work, HBR Guide to Better Business Writing.

What strategies do you use to make your emails effective and engaging? Share your thoughts in the comments below!