From: The Monstress
To: Blog readers
Subject: How to write a killer business email – for your information and action
Hi all,
I suggest you read the ten tips for writing a killer email (outlined below) and use them in all future emails.
These steps will help you write emails that recipients will:
• actually read
• understand
• act on.
1. WHY
Before you type anything into a new message, ask yourself: ‘why am I writing this?’ and ‘what do I want the result of this message to be?’
If you can’t answer these two questions, rethink sending your message.
2. ADRESSING
Mass mailing? Don’t publicise all the email addresses by putting them in the ‘To’ field. Use the ‘Bcc’ field or, better still, do a mail merge in Word.
3. SUBJECT
Recipients scan the subject to decide whether to open, forward, file or trash a message. So, write a great subject line.
‘Hi’, ‘FYI’ or ‘Forgot to mention…’ are rubbish.
Summarise the main point or highlight the important info: ‘Today’s team meeting moved to conference room 3’.
If you’re saying or asking only one thing in your email, use just the subject line.
4. WHAT
There are three main types of business email:
• providing information
• asking for information
• asking for action.
Make it clear to your reader straight up which type of email yours is. Skip long introductions, background, compliments and details.
Your first sentence can usually say:
• what the email is about
• what you need them to do
• when you need them to do it by.
(I generally assume that no one will ever read more than the first two sentences of anything I write – but thanks for proving me wrong!)
If they don’t need to take action, say that! ‘No reply necessary.’ It’ll be music to their ears.
5. HOW
Email is much less formal than a letter. If you’re writing to someone you don’t know, starting with ‘Hi’ or ‘Hello’ is fine.
Use simple English and be conversational:
• why would you write ‘at this point in time’ when you mean ‘now’?
• don’t use jargon or corporate buzzwords – ‘going forward’, ‘low hanging fruit’ and ‘hit the ground running’ grate
• it’s fine to use contractions like ‘can’t’ and ‘she’d’.
On the other hand, don’t use abbreviations such as BTW (by the way) and LOL (laughs out loud). The reader might not know the meanings. The same goes for emoticons, such as the smiley :-).
6. PERSONALISE
Email can be a bit chilly. Personalise email – put in a quick comment about their website, product or work. Address the person by name, sign with your own name and a friendly comment like ‘Have a brilliant day!’
7. THE LOOK
Use a helpful font – four-point neon yellow Anarchy mono doesn’t work.
Don’t write in capitals – IT’S LIKE SHOUTING.
Use bullet points and numbered lists. Keep paragraphs short.
Emphasise keywords (bold or italic) without overdoing it.
8. DON’T
First, the big ones:
• don’t email confidential info. It’s too easy for people to forward it to others (by accident or design). Think: would you really want those files or comments to appear on A Current Affair?
• don’t tackle sensitive issues via email alone – there’s too much room for misinterpretation.
Now, the annoying ones:
• don’t just write ‘See email history below’ and expect them to wade through 17 replies – instead:
• only leave the email history there if it is necessary
• summarise the main points and conclusions
• list next steps
• don’t hit ‘reply all’ without a very good reason
• don’t send chain letters or emails that may offend – not everyone shares your sense of humour
• don’t send big attachments unless necessary – they can clog up the recipient’s inbox
• don’t overuse the high priority option – we all know the story of the boy who cried wolf.
9. ENDING
Make it easy for people to get back to you. In your signature, include your contact details plus links to your website, blog, portfolio or product.
10. SENDING
Check your spelling and grammar before you hit ‘send’.
More importantly, read your email through the eyes of the recipient – this will help you send a more effective message and avoid misunderstandings.
Thanks for looking these ten tips over. I hope they are helpful in your work!
Have a brilliant day!
Cheers,
The Monstress
Image: Francesco Marino
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