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Writing Emails

Boost Your Productivity by Writing Effective Emails – Main Takeaways

Our second free Webinar was another success for me and I am so proud that some great people discussed writing a great email with me on 26th February 2019. In fact, I liked it so much that I hosted it again one year later, on March 27th, 2020. We talked about:

  • How to make sure your emails are clear and easy to understand
  • Why writing effective emails is important, and how it can help boost your productivity
  • Tips for writing the most effective emails

If you were unable to attend it, here is what we discussed…

Important Tips for Writing Effective Emails

woman writing an email

In today’s world, when we receive at least several emails per day, we want to make sure that ours is read in time and that we receive a response to it. That’s why we should pay attention to the following things:

1. A Subject Line Makes a Great Email

ALWAYS include a subject line. A blank subject line suggests that your name in the “From” line is all your recipient should need in order to make your message a top priority. That could come across as arrogant, or at the very least, thoughtless.

It is very important to make our subject lines meaningful. This will help the recipient (usually a busy professional) decide that your email is worthwhile.

EOM – Making it Really Short

EOM = End of Message: You can fit short messages into the subject line. „EOM“ means they don’t need to open the email. For example:

Subject: Please send me the March project report. EOM

2. Keep the Message Focused

Why are you writing? Are you responding to a request? Apologizing for an error on your part? Asking for the recipient to take some action for you?

Make sure you consider:

  • Purpose
  • Directness
  • Organization
  • Politeness

Politeness

One of the things that should go without saying – especially in business communication – is politeness. However, don’t go overboard with it, either. Spot the difference between these emails:

“Dearest Alfred:

I would be very much obliged if, at your earliest convenience, you could send me the current password for the website.

I look forward to your response. Have a beautiful day!

Yours truly,
Martha“

… and…

“Need the password for the website.”

… and…

“Site is down, but I can’t troubleshoot without the new password. Do you know it?”

3. Consider the Tone of Your Email

When we meet people face-to-face, we use the other person’s body language, vocal tone, and facial expressions to assess how they feel. Email robs us of this information, and this means that we can’t tell when people have misunderstood our messages. Your choice of words, sentence length, punctuation, and capitalization can easily be misinterpreted without visual and auditory cues.

4. Proofread!

ALWAYS review your email for:

  • Spelling
  • Grammar
  • Punctuation mistakes
  • Length

To Sum Up…

worried girl at the computer drawing

Writing effective emails is very important not only because it will ensure that your email is read (and understood), but also because it will help you increase your productivity. If your email is clear enough and transfers the right message, you won’t have to make follow-up calls, or even unplanned meetings. Therefore, you will be more productive!

Want to listen to the entire webinar? Check the video below and make sure to subscribe to my YouTube channel for future webinar and interview recordings.

Have any other advice for writing effective emails? Let me know in the comments!

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