How to Write Good Emails for Work

In our digital world, email is one of the most common forms of communication in the workplace. Whether you’re sending a quick message to a co-worker or drafting a formal proposal to a client, it’s important to write good emails that get your point across clearly and concisely.

Writing Emails:

1. Start with a strong subject line. The subject line is the first thing your recipient will see. Keep it brief, yet descriptive. A good guideline is 7 words or less than 50 characters. Avoid using all caps, exclamation points, or other attention-grabbing tactics, as these can come across as unprofessional.
2. Personalize. Whenever possible, address your recipient by name in the greeting with a friendly tone. This will help to build rapport and make your email more likely to be read and responded to.
3. Followup the greeting with an opening line. Acknowledge your reader before diving into your email content. “I hope your week is going well so far…” or “As per our phone conversation…” are common starters.
4. Get to the point quickly. People are busy. If they see a long rambling email, that will be the last one to be read or answered.
5. Include a call to action. Get the results you want. Use a list of instructions if necessary. Add an Action/Benefit statement to persuade the reader.
6. Use clear and concise language. Avoid using jargon or technical terms that your recipient may not understand. If you must use a technical term, be sure to define it.
7. Proofread your emails before sending them. Typos and grammatical errors can make you look unprofessional. Take a few minutes to proofread your email before hitting send.

Beyond Content:

• Use a professional email address. When writing a business email, avoid personal email addresses such as @gmail.com or @yahoo.com. Create a separate email address for work if you do not already have one, it will legitimize professional status.
• Include an email signature. An email signature should display your name, title, company name, and contact information.
• Be consistent. Emails should be a consistent format, with a subject line, greeting, body, and closing.
• Show respect for your reader. Avoid using sarcasm, humor, or personal attacks. Keep an eye on your tone – it is not always what you say, but how you say it. (Avoid the Murphy’s Law of Email)
• Use good punctuation. Do not be afraid of the period. Write shorter sentences. If you need a longer sentence, use a comma to make sure your reader can follow your train of thought. Avoid long paragraphs that a reader may skip due to length.

Follow these tips and you will write good emails. Even more important, you will write effective work emails that will help you to communicate your message clearly while building relationships with your colleagues and clients.

This is a topic from our Improving Communications Business Writing and Email Etiquette classes. If you are looking for ways to improve your communication skills, register for one of our public classes.

Image by Gerd Altmann from Pixabay

Other Resources:

6 Steps for Writing Effective Emails (YouTube video)

An Editor’s Guide for Writing Ridiculously Good Emails (Forbes.com)

14 Pro Email Writing Tips (HubSpot)