How to Write Email Effectively and Efficiently?

Posted by: Lucy Reilly V at 01/08/2021 4,331 views

In this modern world, we are heavily dependent on emails to communicate with our colleagues, clients, vendors, etc. Some emails are too long, containing paragraph after paragraph together, but others are too brusque, while some of them are too formal and also too informative and still some might even put the company in legal jeopardy.

Most of us did not learn to write emails in schools, yet knowing how to write an email is not very valuable at the workplace. This is true for those who are working in Tele communicating jobs. Next to good phone etiquette, there is often no skill that is more important than email when it comes to getting and keeping a work-at-home job.

Since we rely on email it is very important for us that every email we send should be well written and gives out the calculated purpose to publicize information, while also being collegial. A well-written email makes it easy for the recipient to understand and take action on its message. Well-written emails, not only share the information clearly and concisely but also save time and effort for both the recipient and the sender, which in the long run, impacts the bottom line.

While we are searching for the job, an email will precede the first impression, so the right punctuation and a coherent message are key. And for the job, if your email is not clear it may cause confusion and delays. Follow these tips to write email effectively and efficiently.

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Consider the Message and the Recipient:

When you want to write an email first you should start in your mind, not with your fingers on the keypad. If you want that your email is more effective you should consider why are you writing, what kind of responses you want, what is the message you want to leave a great impact on? If you are requesting the information, applying for the job, or want to investigate openings, you have to be sure that your request for action by the recipient is clear.

The next thing is to consider the point of view of the recipient. What information do they need to take action or easily understand your message? Make sure to give all the important background information. Additionally, keep in mind the proper etiquette for the particular recipient. Emoticons and abbreviations are not good for job applications and business emails.

Descriptive Email Subject Line:

Never write something vogue in the subject line when you are writing an email. Emails with this type of subject line have a chance of ending up in the recipient's spam box or usually ignored. If you are writing an email for the job, simply write the name of the position in the subject line. And if you are writing an email to your colleague, write a short phrase in your subject line that sums up the purpose of the email. 

Another big advantage of writing a descriptive subject line is that it will be easy for you to find in your inbox if you need to search in the future. Although, writing a question in the subject line will not be helpful.

Greet the Recipient With Good Words:

If you know the name of the recipient but don't personally know the person, greet by using a title. If you don't know about the gender of the recipient, simply use the first and last name of the recipient, but if you don't know the name of the recipient, start your email without greeting or use simple greetings such as Hello.

If you write an email to your colleague or someone else you know, use the name you would use in person or on the phone. 

Correct use of Punctuation and Grammar:

The most important part of any email is to use the correct grammar and punctuation. Purposely or unconsciously, readers penalize senders for grammatical mistakes. Some common errors are:

  • Run-on-sentences: When you are writing an email doesn’t give small intervals in your email, because these small pauses give readers time to take in the words' meanings. Small sentences let for more of these tiny pauses. Divide the long sentences even when they are not scientifically run-on sentences.
  • Commas: Too many or too few uses of commas can be so confusing. Learn the proper use of commas.
  • Subject-Verb Agreement: Sentences that have these types of mistakes are red flags for employers seeking an applicant with good communication abilities. Recall the rules for subject-verb agreement.

Use Simple Formation:

Always remember one thing that email programs all display differently. What looks perfectly aligned on your screen may run together on the screen of the recipients. To get rid of this problem use the simple format of words in your email and avoid pasting highly formatted word processing documents. Always use the documents that are written in simple text format. Make short paragraphs. Like pauses, paragraph breaks give the recipient's eye a rest. It is also significant for those who are reading an email on their cell phones. But be aware of the basic rules regarding paragraphs.

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