5 Useful Tips on How to Write an Effective Email

In recent years, I've noticed a growing trend towards using instant messaging (IM) services, like Microsoft Teams, for corporate communications. While I appreciate that the dynamic, conversational back and forth is efficient in some instances, IM lacks many of the most appealing features of email. If you are sending out assignments or asking a question that requires careful deliberation, I believe email is still the way to go (for now at least – I’m still waiting on a solution that can improve or replace email). It can be marked appropriately and searched for easily, with no fear of being lost in the endless scroll of an IM feed.

However, there are several things to consider when composing an effective email. In this article, I'm going to lay out a simple guide to help you create a succinct and focused email that is quick to read, easy to understand, and should trigger a fast and efficient response.

(Note: Formalities differ from one culture to another, so for the purposes of this guide, I will skip the pleasantries and closing statements and jump right into the core of the email)

1. Open strong

Your email should open with your key statement or question. It should be short, self-contained, and let the recipient know immediately why you are contacting them.  If they only read the first line of your email, it should tell them precisely what they need to know or do (and when).

2. Keep it short

Ideally, an email should be 2-3 paragraphs. Any longer and your question or point may become lost. If your email requires more explanation or background information, attach a supporting document, such as a PowerPoint presentation. It might be tempting to rely on these attachments, but make sure to include the key points in your email.

3. Plan ahead

Try writing your email as a series of bullet points, then fill each one out with context and supporting information. This will make ordering and structuring the final message easier, flow more naturally, and the overall writing process faster.

4. Provide context

You may have been deliberating the topic all morning, but assume the reader is coming to your email cold. Give clear context to focus their attention quickly and reduce the chance for misunderstanding. Include details about why the topic is important, and what impact it has on the situation.

5. Specify next steps

This should be clear from the opening, but now elaborate on what you want to happen next. Who is doing what, how, and, most importantly, when. This is also a good opportunity to set boundaries for what is expected, clarify what you are doing, and establish deadlines for when the recipient's support is expected.

I receive too many corporate emails that are bogged down in background information, long and unnecessary breakdowns of events, and too often leave me to make my own conclusions about whether it is important and what should be done about it.

By following these simple steps, you can send clear, concise, and focused communications that are easy to follow and should produce fast and effective results that are beneficial to everyone. 

I hope this is helpful.