How to Write an Email that Gets Results – 7 Steps to Writing Emails That Get Results

How to Write an Email that Gets Results – 7 Steps to Writing Emails That Get Results

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When it comes to getting things done in the office, emails are one of the most effective and convenient ways to communicate. Studies have shown that email is one of the most used tools at work; some professionals spend up to nine hours a day reading and writing emails. However, this does not mean that you should use email even more in your workplace. On the contrary, because so many people use it, we need to be strategic about when and how we send an email message. When you’re working with colleagues or clients through email, it helps if you understand what makes an email effective. The key is simplicity; shorter, clearer emails that answer the reader’s questions directly are much more likely to get you the results you want.

Define the purpose of your email

The first step in writing an effective email is to define the purpose of your email. You need to ask yourself why you’re writing an email to begin with. You might want to ask for clarification on a business issue, set up a meeting, or inform someone about a project’s status. Before you press send on your email, you need to be clear in your mind what the purpose of your message is so that the recipient knows how to respond.

Use action verbs

Action verbs help to move your email along. They are words that tell the email reader what you want them to do next. These words often answer the question “What?” Some common action verbs are: – We recommend – To recommend is to suggest something as a positive course of action. – Please review – This word conveys a sense of urgency and importance. – The following information – This is a great word to use if you’re framing your points. – You may also be interested in – This is a nice way to offer additional information. – We would like to – This shows that you’re taking responsibility for your requests.

Be clear and concise

While it’s important to be clear, it’s also important to be concise. Brevity is a key way to make an email effective. Wordy emails are hard to skim and harder to read. This can lead to confusion and frustration on the part of the recipient. This is particularly important when you’re sending critical emails, such as those providing negative or disappointing news. Double-check that your emails are clear and concise. Read through your email and eliminate any words or sentences that are unnecessary.

Write in plain language

The type of language you use in your emails should be appropriate for the recipient and for the occasion. When you’re writing sensitive or critical emails, it’s important to write in plain language. This means that you avoid using overly technical language and jargon. This is particularly important if you are sending an email to a client or coworker who is not in the same field as you are. You should also avoid going overboard with emoji, emoticons, and GIFs. While these may be a fun way to communicate with friends, they’re generally not appropriate for business emails.

Keep it short

The shorter your emails are, the more likely they are to get read, understood, and acted upon. When you’re writing an email, try to keep it short. If you’re emailing a colleague, try to keep your email under three paragraphs. If you’re emailing a client, try to keep it under two paragraphs. Keep your paragraphs short and to the point. Break up your paragraphs with subheadings and bullet points when necessary.

Don’t apologize for bad news

Bad news should not be followed by an apology. Emails are a great way to provide negative information. If a project is running late, an employee will be out of the office, or there has been a scheduling change, you should let the relevant people know as soon as possible. If you have to provide bad news or negative information, avoid apologizing for it.

Include only critical information

When you’re writing an email, ask yourself “What information is critical to this email?” and then leave the rest out. If you’re writing a lengthy email, try to leave out information that is not absolutely critical. This can make your emails clearer and more concise. It can also help prevent an email from getting lost in a sea of information. Make sure you understand what is important about the email you’re sending. Include only the information that is really essential to the point you are trying to make. Your readers will thank you for being brief and direct.