Photo by Robert S. Donovan
Writing business emails is an everyday occurrence. Most of us tap out an email without a second thought. But, after seeing some of the emails I receive, maybe they deserve a second thought.
Bad grammar and nonsensical sentence structure inundate emails. I seriously wonder if some of these folks run spell check, much less take a glance at what they’ve written.
It all gets down to paying attention. Sure, it takes an extra moment or two to proof an email before hitting “send.” But that moment can be the difference between communicating a good impression or a bad one. Don’t you think it’s worth a few seconds of your time?
Communicating well isn’t difficult, but it does take mindfulness. Here are a few quick tips for your emails, along with a couple of other options when communicating with colleagues and clients.
- Make the subject line pertinent to the email topic so you don’t confuse the reader.
- If the length of your email rivals War and Peace, put it in a Word document and send it as an attachment. Your email should offer a brief summary of the document.
- PowerPoint attachments work too.
- Stay focused on your topic, and get to the point quickly.
- Avoid long paragraphs and sentences. Use plenty of white space to make it easier on the reader’s eye.
- Remember that more people are checking email on their cell phones. Bullets or numbered lists can make reading easier.
- If you have a complicated topic that would be simpler to explain verbally, pick up the phone or schedule a conference call.
- Consider using instant messaging if a quick conversation will save writing an email at all.
Remembering that your email isn’t the only one in the recipient’s box can help you communicate more effectively in your writing. As always, your comments are welcome.
