How to Write an Effective Email

Despite the rapid acceptance of social networks, email is still a primary communication tool for businesses.

When used correctly, email increases your ability to communicate effectively to a large number of people across multiple departments. Emails can reduce the number of necessary meetings and phone calls—both of which devour an executive’s day.

When email is not used effectively, however, it drains your time and reduces your productivity.

Here are a few guidelines on how to write an effective email:

1. Write a descriptive subject line. The more descriptive the subject line, the better. “Lunch Meeting” is okay; “Lunch Meeting Today at Charlie’s” is better.
2. Use proper English. Email is not text messaging. The rules of grammar and syntax still apply. You are being disrespectful to the recipient if you’re not using proper grammar and punctuation since you make the email harder to read.
3. Be personal. Use the recipient’s name when crafting an email to an individual. Again, email is not text messaging. Sign your name at the bottom.
4. Be clear and concise. Clarity, simplicity and brevity are critical for effective writing. A lack of clarity in your writing leads to more email exchanges. If you clarify your ideas up front, you’ll have less email.
5. Revise your emails. You’re making a big mistake if you’re not revising your emails. In his Harvard Business Blog, David Silverman suggests that the number of revisions depends on the number of recipients.
   1. 1 to 5 recipients = 2 to 4 revisions
   2. 5 to 10 recipients = 8 to 12 revisions
   3. Company-wide or to Executive Committee = 30 to 50 revisions
6. Create sufficient white space. Skip a line between each paragraph (including your initial greeting) to make it easier for the recipient to read your message.
7. Spell check. This might seem obvious, but double check your spelling before you click “Send.”
8. Respect the recipient’s time. Whenever possible avoid using attachments. Try to put all necessary information in the text’s body.
9. Use bullets and numbers to organize your thoughts. Bullets and numbers make it easy for the recipient to see your main points and comment back point for point.
10. Anticipate the response. Think through the obvious questions the recipient might have and address them in advance. If you’re trying to schedule a meeting, offer at least two times that work for you and ask the recipient to suggest two additional times if those don’t work.

If you calculate the amount of time you spend on email each week, you’ll appreciate the need to use the medium effectively. Following the above advice can increase your level of productivity and free up more time.

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Related posts:

1. A Brief Guide to Email Etiquette
2. Five Levels of Effective Communication