5 Quick Tips for Writing Effective Business Emails
by Karen Payne
Communicating quickly and effectively with customers does not have to be a challenging task. Efficiently conveying necessary information not only keeps your business flowing smoothly, but it also helps increase the growth process. Below you will find some quick tips for writing effective emails.
1. Email only when it is necessary.
Emails can become time consuming for both the writer and the reader. Before you decide to write an email, ask yourself if you need to send it. Is it something that can be quickly taken care of at a staff meeting? Or is it some type of bad news that you need to tell an employee? If possible, speak directly to an employee to deliver bad news. Speaking with someone in person enables you to show more compassion and understanding in sensitive situations.
Your customers are busy people, too. Will the email give your customers something valuable, such as information about an upcoming change of schedule or perhaps a coupon? Or will the customer simply choose not to open the emails? Find out what is of value to your customers. Then write the emails that will directly help or impact them.
2. Create an effective subject for the subject line.
Create subjects that grab the attention of the readers. Also summarize the content of the email within your subject. Your subject will determine whether or not the reader opens the email and reads it. Never leave the subject line blank. People usually associate blank subject lines with spam and will not open the emails.
Example of ineffective subject: "Sale"
Example of effective subject: "25% off all Bathroom and Kitchen Accessories This Weekend"
3. Write clear, concise messages.
Most people have limited time in a day so they must make the best of every moment. If you want people to read your emails and understand them, be sure to write your email messages clearly and concisely.
Be sure to include all the important and necessary information in such a way that the reader reads everything quickly and effectively. Before you write the emails, write an outline of all the points you wish to include in the email and write about only one topic or theme within the email. Write separate emails for each topic you wish to discuss.
4. Be respectful.
Remember people read your emails. They do not have you speaking with them in person so they can not gain the proper meaning or tone from body language or voice inflections. Carefully choose words that will convey respect. Just as slang is inappropriate in business letters, it is not appropriate in business emails.
5. Always proofread your messages and edit them if necessary.
Proofread your emails to find misspellings of words or grammatical errors. Also look for wrong wording of information that could convey a wrong message. If you need to eliminate or rephrase something to make the email more concise and readable, then do so. Proofreading emails shows your readers that you care about giving them accurate and valuable information. It will also keep the message clear to your employees and customers.
If written effectively, an email can be a wonderful business communication tool. It keeps employees and customers informed. It also helps your business to grow.
Emails can become time consuming for both the writer and the reader. Before you decide to write an email, ask yourself if you need to send it. Is it something that can be quickly taken care of at a staff meeting? Or is it some type of bad news that you need to tell an employee? If possible, speak directly to an employee to deliver bad news. Speaking with someone in person enables you to show more compassion and understanding in sensitive situations.
Your customers are busy people, too. Will the email give your customers something valuable, such as information about an upcoming change of schedule or perhaps a coupon? Or will the customer simply choose not to open the emails? Find out what is of value to your customers. Then write the emails that will directly help or impact them.
2. Create an effective subject for the subject line.
Create subjects that grab the attention of the readers. Also summarize the content of the email within your subject. Your subject will determine whether or not the reader opens the email and reads it. Never leave the subject line blank. People usually associate blank subject lines with spam and will not open the emails.
Example of ineffective subject: "Sale"
Example of effective subject: "25% off all Bathroom and Kitchen Accessories This Weekend"
3. Write clear, concise messages.
Most people have limited time in a day so they must make the best of every moment. If you want people to read your emails and understand them, be sure to write your email messages clearly and concisely.
Be sure to include all the important and necessary information in such a way that the reader reads everything quickly and effectively. Before you write the emails, write an outline of all the points you wish to include in the email and write about only one topic or theme within the email. Write separate emails for each topic you wish to discuss.
4. Be respectful.
Remember people read your emails. They do not have you speaking with them in person so they can not gain the proper meaning or tone from body language or voice inflections. Carefully choose words that will convey respect. Just as slang is inappropriate in business letters, it is not appropriate in business emails.
5. Always proofread your messages and edit them if necessary.
Proofread your emails to find misspellings of words or grammatical errors. Also look for wrong wording of information that could convey a wrong message. If you need to eliminate or rephrase something to make the email more concise and readable, then do so. Proofreading emails shows your readers that you care about giving them accurate and valuable information. It will also keep the message clear to your employees and customers.
If written effectively, an email can be a wonderful business communication tool. It keeps employees and customers informed. It also helps your business to grow.