Thursday Management Series

6 Tips to write an effective email

Emails are an important way to exchange messages, especially, in the professional scenario. An incorrect tone or irrelevant message can lead to a wrong message being conveyed to the recipient. There are times when the email is being skipped or ignored by the recipient because the message was not conveyed effectively. Hence, here are a few tips that will help you write better and effective emails – 

  1. Do not ignore the subject line. Subject lines are important as they convey what the email is about. Make sure to use catchy, crisp and effective subject lines. Never leave the subject line blank. Alternatively, if you have a very short message to convey, you can do so by writing it in the subject line.

For example – 

Could you please send the report by 10 a.m. tomorrow. Thanks! <EOM>

where, EOM indicates End of Message.

  1. Keep the email brief and to the point. No one wants to read a never-ending lengthy message. Construct your sentences to be short and crisp.
  1. Be polite. Avoid the use of slang and inappropriate words. Use phrases like “Could you please…” or “Would you please…” instead of “Can you…” or “Will you…” 
  1. Check the tone of the email. Use proper words, sentences and punctuations to clearly indicate the tone of the message. 
  1. Proof-read your emails before hitting that send button. Review your email for any spelling, grammatical or punctuation errors. Also, make sure that you have included all the necessary points of the message that you want to convey.
  1. Send your email only to people who really need to see it.

Next time, before you write an email, just go through these six tips and I am sure you will be good to hit that send button without any worries!

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