Is your inbox like mine? Overflowing?
How do you write a good email that encourages someone to act rather than leaving it in their inbox?
Writing a good business email will help your reader act on it quickly and get your job done faster.
To do it, you need to put yourself in your reader’s shoes.
1. Write a clear subject
Your subject should be a 6-8 word summary of your email.
Make it clear and actionable. Give the reader the information they need to prioritise the email.
Examples of good email subject lines:
Classes tomorrow are cancelled
Website copy for your approval
Meeting at 3 pm on Thursday.
Examples of bad email subject lines
Classes tomorrow
Website copy
Meeting.
2. Follow a simple structure
Use a simple structure to help your reader follow what you want them to do.
In the first paragraph, expand on your subject line.
For example: There will be a meeting at 3 pm on Thursday to discuss the team budget.
In the second paragraph, expand further on the first paragraph.
For example: You will need to attend the meeting so you are aware of your budget for the coming year. Please bring your anticipated expenditure to the meeting.
Next, include a bit of background.
Don’t assume too much knowledge and ensure you have given them enough information to act on the email.
Limit your background to one or two paragraphs.
3. Include everything in one email
If you need to include other information to help the reader process the email, include it. Don’t make your reader hunt for information.
Use links with clear explanations of what is at the end of the link.
Attach documents again, rather than referring to previous emails.
Summarise an email trail in your email if you are forwarding one at the bottom.
4. Write simply
Reading on screen is harder than on paper. As a result, people tend to skim read their emails.
Write your email so it is easy to skim:
use sub headings
use dot points
bold key points in long emails.
Use simple words and short sentences and paragraphs.
Try to avoid jargon or too many acronyms – especially to those outside your organisation.
A business email should always be written in a formal tone.
5. Conclude with a call to action
What do you want the reader to do? Tell them clearly.
Your final paragraphs must explain what you want your reader to do with a date when you want it done.
If your email is long, consider making this request bold so it is easier to find.
6. Signing off
Finish with a polite sign-off and always include a signature with contact details.
Your reader may want to phone you so you need to make it as easy as possible to do this.
7. Check before you send
Before you hit send, proofread your email.
Check for any spelling, grammar or punctuation mistakes.
Also, check that you have got rid of extra words that don’t need to be there.
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