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How to Write Effective Emails to Save Everyone's Time

annapeel profile picture
September 16, 2016 · 1.6k Views

Time is precious. Most of us have a daily list of things to do and spending extra time on what would otherwise be an easy task is not something we aim for. Emailing others is one of those tasks. Learning how to send an effective email that is friendly and to-the-point is a skill most of us could really use. Writing anything is really an art form, and writing an email is no different. Read on to find out how to successfully communicate using emails and get more done in less time.

Learn How to Write Effective Emails with a Few Simple Steps

  1. Start With The Subject Line

    Source: revinate.com
    The subject line will be the first thing a person sees before they proceed to read the email. It's important to have an eye-catching subject line that also provides a preview of what you can expect from the email. If the information in the email is time sensitive, make sure you cover that in the subject line. Does the email offer details on a specific project that is due on a certain date? Write it in the subject line to remind the recipient of the upcoming deadline. Is the email a reminder of an upcoming meeting? Be sure to add the date and time to the subject line. The bottom line: you need to give the recipient a call to action.
  2. Keep The Email Simple

    In a world dominated by casual interaction on social media platforms or instant messaging services, email communication still remains an integral part of business matters. That said, nobody has the time or patience to read long and lengthy emails filled with extra fluff nobody needs. Keep it short and simple by writing the important message, nothing more.
  3. Maintain A Professional Tone

    Source: picjumbo.com
    Business emails should always be cordial, polite, and professional. Avoid the use of slang words, contractions, and strong emotional words. The list of words you want to avoid include angry, unacceptable, disrespectful, and any word that connotes strong negativity. When in doubt, try to avoid using those words. Don't write the emails in all capital letters because that's the equivalent of shouting and it's not something you want to convey in a professional email. You should also avoid using smileys or emoji stickers.
  4. Add Subheadlines In Longer Emails

    If you must send a long email to someone for business purposes, be sure to make it scannable by adding subheadlines. Use about 7 to 10 keywords that are located on the preview pane at the top of an HTML email. These keywords will highlight the email and provide a preview of what the recipient will read. When writing subheadlines, be sure to add a preheader to capture the reader's attention from the start. Because there is a minimal amount of space in the preheader, make sure you add a little more detail to the eye-catching subject line. First impressions are everything.

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  5. Add A Call-to-Action

    Source: ewebmarketing.com.au
    Every email has a purpose and it's up to you to entice the recipient to click a link, download a file, start a project, etc. Because the call-to-action is so important, you want to avoid making general statements such as “Click here” or “Reply soon”. Use a more descriptive statement like “Click this link to start your project today” or “If you would like to be included in this special project, please reply today."
  6. Always Check Your Spelling and Grammar

    A good email is quick and gets to the point, but it's also well-written. Always check your emails for any spelling errors or grammatical errors. Run it through a spell-check if you have to. If you don't need to send an email right away, save it as a draft for a few hours or a full day so you can read it again with fresh eyes. Never send an email without checking it first.

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  7. Format The Email

    Every email needs a beginning, a middle, and an end. The beginning is used as an introduction, and it should highlight some of the points that will be made further in the email. The middle is where much of the important information is found. It should include any details that pertain the message you're sending. As previously mentioned, keep it simple and never add more than what it necessary. Don't forget to include a solid conclusion at the end of the email. This is basically just a brief summarization of the points mentioned above, but it's also where to call-to-action is placed.


annapeel profile picture
Anna Peel is a freelance writer from Savannah, Georgia. She's written for many websites including CheapToday, ValueWalk, and Peku Publications. When she isn't writing, she is shopping for the best deals online and at bricks-and-mortar stores.

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