Let’s Talk About Writing the Perfect Email


General / Monday, February 18th, 2019

Art of Writing The Perfect Email

So you want to write an email? Maybe your writing an email to explain something to someone, tell someone off or to discuss an urgent matter. No matter what you’re sending, it must be written correctly. One wrong sentence or word could make the conversation flow differently. Avoid doing this by reading the tips on writing the perfect emails, which I will be discussing today. Open Outlook, load up Gmail and let’s get writing emails!

Experience Writing Emails

My own experience in writing emails isn’t as developed or advanced when it comes to emails. Over the past few months, I’ve been writing emails whilst on placement. While I haven’t been doing this for years, I’ve noticed mistakes I’ve made when writing emails and the success I’ve had with other emails I’ve written. Although, it has taught me the importance of sending the correct email in the workplace. Previously, I found myself portraying an unclear message that was overly contradicting and even since overcoming these errors, I’ve still found myself learning how to structure the emails every day. However, it is worth noting that I have sent emails before at college before moving on to university emails then work placement emails, so I do have some experience throughout the last decade.

Daily Improvements…

When outside the office, I’ve found my writing and communication had gotten better elsewhere. Writing messages on Facebook, writing to others about my blog and personal endeavours, even my ability to talk to people have improved. Simple things like writing emails can really impact your ability to communicate, structure your messages and the language you choose to use. Although, at the end of the day these are really important if you plan on being able to motivate or even impact others effectively.

Emailing Standards

There are a couple of things you should always remember when writing an email. Some of these might be things you already follow but just incase, here are the following considerations and features you should include in your emails:

  • Standard font style and size – it’s important for keeping your emails tidy and easy to read.
  • Bold headings and fonts.
  • Background (plain).
  • Greeting (Good Morning, Hello, Good Afternoon, etc).
  • Signature at the bottom (full name, role, company link, etc).
  • Logo if applicable.

Email Writing Tips and Tricks

Let’s get into some of the tips of writing effective emails. Some will strike as obvious but hopefully it will give you another perspective when considering how you should write your emails. While I have included some of the tips of tricks I would recommend from experience, you might have your own. Please feel free to share any more tips in the comments below. Afterall, I am sure a lot of you would have written emails for longer than I have.

Relevance

The first point is staying relevant. For example, if you are resolving someone’s problem you should write the email focusing on the problem. As simple as this one sounds, many of us still go on and write too much. People want a simple answer that explains the situation properly. Alternatively, if it’s something like a conversation or query make sure you are descriptive and to the point. Essentially by staying relevant you’re allowing it to be easy for you and the person expecting the answer.

Please and Thank-you!

My next point might be questionable but it’s to do with manners. Always make sure you use please and thank-you when writing an email. Being polite is a great way to show your about the person receiving the email. I would have recommended thanks but I understand that it can be taken as sarcasm, especially when it’s an email. You can never be sure if someone means it if they say thanks. Nonetheless if you’re already being polite, that’s great!

Clearer and clearer

Next is to be sure what you’re saying – be clear. By being clear the other people will fully understand what you mean. For example when resolving a ticket, make sure you stay certain in your solution. Using language such as, ‘I think’ or ‘might be’ are not really recommended responses. I have found myself during my first few months doubtful about my judgement and responding with it too. From responding in this way, I confused people more which made it harder for myself to explain the case. Be clear, means less messing around and can clear up any doubt you have. At the end of the day your judgement is important and if not, there are always others to guide you.

Write Passively

You should always talk in a passive sense. By writing this way you will make the message less directed towards the recipient. The last thing you want is to give them an email they find threatening. Stay calm and cool and write passively.

Kind regards

Another is to always sign-off your email. Things like ‘thank-you for you time.’, ‘king regards’ and ‘thanks’ are good examples of sign offs you can use when writing an email. Its also another way for you to be polite when sending emails to other people.

Attachments

If you like sharing files via email, don’t share it as a full document. If you have a storage of file sharing system for editing your files as a team, why not share the document link? You will not only make it easy when tracking file progress, you can also control who can get access to it, read it or even download it. Making it less likely for newer copies getting lost or other people getting the link you sent out and viewing the file without your permission/ authorisation.

Embedding Links

One thing I recently learned was to not to paste links on to the email directly. It makes the email look messy and can take up all that lovely white space. Following on from the clearer and clearer point, it should be clear and easy to read by the person receiving the email. You should always hyperlink your links into the relevant words or via something like “to view this video, click here.”. I do it with a lot of links I put on my blog posts, so it’s really a case of making it a habit and hyperlinking words.

Use Good Language!

Typically, when writing an email in a corporate environment, it is important to be professional. Professionalism is a great way to show you’re serious and put everything into your work. It also allows you to communicate your ideas and strategies across, just by communicating it a particular way. As mentioned in my first point, you need to be relevant when writing your emails to others. However, language plays an important role too. For example, you’re writing an email someone you share you complex idea with, so you will need to use language that describes the product effectively. Saying something like ‘working collaboratively’ would work so much better than saying ‘working together’. Considering simple changes like that and you will be improving the quality of your emails instantly.

Simple Language

My last point mentions good language but what about the simple language? This is just as important as the language you choose to describe something. When your asks you a question, you need to consider how you explain it. Using technical terms or details that aren’t understood, it won’t make much sense. However, by using simple recognisable terms. If you’re explaining to someone new how to make a cup of tea, you might use bullet points or numbers to show the steps and maybe give a short description on each part. If you overwhelm the recipient with information, they’ll not reply in good time. So you need to think of when simple language is needed as well as using good language as discussed before.

Waffle House

My last tip is about waffles… Well, not the ones you can eat but the one you end up writing. Don’t get carried away when writing emails. While it does feel right to explain as much as you can in an email to someone else, it can end up making the person receiving the email not want to read it. You want to be concise by communicating your message with as few words as possible. When used in conjunction with using good language, you are more likely to get people interested in what you have to say. It also makes it easier for them to reply back to you as there’ isn’t so much for them to process.

Let’s Get Writing…

Hopefully by the end of this guide, you have learnt the art of writing emails. Now it’s time to start writing your own perfect email. Whether you already work in an office or need to write an email for a job/ discussion, these tips will come in handy. Lastly, do not forget to keep checking back on Dynamic Double blog for the latest experiences, updates and more.

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