How to Write Fabulous Emails (That People Want to Read)

Email is still the most common and popular communication tool at work, despite other channels gaining popularity in certain industries. Schools teach how to write a proper letter but most people never officially learn how to write a good email, one that is just long enough to convey all necessary information but short enough to be read quickly and with ease, all while communicating clearly what you want from the recipient. Here is a quick refresher how to write the best email possible:

1.     Follow a few email rules:

a.    Keep it short. If an email is very long, it probably needs to be a meeting.

b.    Write good and descriptive subject lines. Blank or misleading subject lines are no-nos. Don’t reply to older emails with a misleading title.

c.    Include a brief introduction, 1-2 topics maximum, and conclude with a clear follow-up or ask.

d.    Include your email signature. If I want to call you, I’d like to know how.

e.    Be polite. An email should be professional and reflects upon you.

2.    Don’t send more than 3 single file attachments or large attachments (over 3 MB). Combine them into one zip file or use Dropbox!

3.    Check names carefully. Many email programs autofill names so it is easy to send to the wrong person by mistake.

4.    Don’t make jokes in emails. It may seem like a nice gesture but can be annoying if you are trying to read work emails. Save those for get-togethers outside of work.

5.    Check your spelling. Always, no excuses. We would recommend a free program like Grammarly.

6. Practice clear communication. It is not the place for half sentences or ambiguous answers.

7. Not urgent? Wait. Save up open issues for an in-person meeting if they are not urgent and you meet with this person regularly.

8.    Urgent? IM or call. If it is urgent, please call or use IM; don’t send an email. You can't assume that everyone checks and replies to all their emails immediately.

9.    Don’t “reply to all”. When people get irrelevant emails, they stop following along. It is the ‘boy who cried wolf’ syndrome. Use email carefully so people actually read it. Another version of this mistake is to continue a conversation with one person and keep copying everyone. How many times have you been on a long email thread only to discover only two people are going back and forth but everyone is copied? If you want others to be aware of the outcome or chime in, save it for your weekly team meeting or use IM for a group chat. Ask the sender to remove you.

10. Send quality emails. Try to read the latest reply to an email thread before answering. The worst is ten people getting an email asking a question that a previous email already answered. Or sending ten emails with one topic per subject when you can arrange a quick meeting with a person. This is true junk mail.

Sending better emails can reduce the overflow in your Inbox, maximize your efficiency, and free up time since we all wish to reduce the quantity of email. Have more email tips? Please share!

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Krista Mollion helps new and aspiring business owners launch successful businesses. Reach out to find out more about her coaching and mastermind programs here. Follow #thesassymethod to get her posts.