The Art of Writing Good Emails
Email has taken over a large part of communication in many companies. Yet, many people are poor, or rather truly terrible, at writing an email in just a few sentences. Here are some tips on how you can become friends with the person you are writing to even before you hit "Send."
The Short Version
Sure, it can be stressful, and we are all guilty of sending confusing emails from time to time, but here are some tips in chronological order on how to become a real ninja at writing clear, easy-to-read, and concrete emails most of the time. A quick course in bullet points:
- Write a concrete and clear subject
- Be cautious with marking emails with flags like !!
- Use the correct name of the person you are writing to
- Divide different questions and requests into clear paragraphs or bullet points
- Be clear and polite
- Read through what you have written before you send it
For those who want a bit of argument, the concrete tips above are also available in a slightly longer version with comments...
Before You Start
Write a Concrete and Clear Subject
Subjects like
- “Hi”,
- “One thing …”,
- “[empty]”,
- “Re: RE: Sv: sv: hi”
and similar are completely meaningless.
Keep in mind that this is the sentence that is often the only one visible in the email program and the sentence that is used to get an overview of the inbox, especially a few days later when, for example, you are doing a search — make it something useful.
Concrete and clear subjects like:
- “Updated quote for the web project”,
- “Problem uploading files to site.se”,
- “Great job on the design project, here is some feedback”, etc.
are all relatively short and clearly state what it is about.
One more thing, don’t use the reply function on an older email when you want something completely new. A message with the subject “Re: Sv: RE: The Quote” is rarely suitable if you are looking for two new photos this time.
Be Very Careful with Flags like !!, IMPORTANT, and URGENT.
There are certain flags and markings meant to be used on specific occasions. Use these sparingly and only when it is truly warranted.
Content
Make Sure to Write the Correct Name and Spell It Right for the Person You Are Writing To.
It takes just a couple of seconds to double-check that you are spelling the recipient's name correctly (and it is usually spelled correctly in the email address itself) and is generally polite and nice.
This point might resonate with me more than others, as I have been misspelled my whole life, but you wouldn’t think the same way when you meet someone on the street…
– “Hi Anders!”
– “Hi, but my name is Andreas, not Anders.”
– “Oh, but it’s not that important if I call you Anders instead, right?”
Sure, it might be a bad example, but unfortunately, it is not that far from how some seem to think.
Divide Different Questions and Requests into Clear Paragraphs or Bullet Points.
It makes it much easier for the recipient to absorb the information, and above all, there is a greater chance that you will get answers to all your questions;
First, we would need help reviewing the structure of the site. …
We also need new photos for the homepage. …
Be Clear and Polite.
Are you asking for help? Do you have questions? Do you want to come for an interview?
In most cases, there is a greater chance that you will receive a quicker, better, and friendlier response back if you do not start with
– “It doesn’t work!!! WHY???!!?”,
or something else that makes you sound about as clever. A greeting and a brief introduction to the problem or question can work wonders.
Also, try to avoid LONG BLOCKS IN ALL CAPS or 15 exclamation marks. As a social behavior, it could perhaps be compared to shouting in someone’s ear when you want something...
Before You Send
Read Through What You Have Written Before You Send It.
Think about how many emails you could have avoided writing and asking what people mean if they had just been a bit clearer.
Also, ensure that what you are referring to is clear, as “Can you send the photo?” does not help the recipient much compared to “Can you send the photo of the stone building we discussed yesterday in higher resolution (DSC-0205.jpg)?”.
It is truly incredible how many people seem to send emails without reading through them once in peace.
Finally, Read Through What You Have Written Before You Send It.
Yes, it is so important that it deserves to be on the list twice...
In Conclusion
Sure, I might be coming down a bit hard on a few points, but think of how much time we could all save if we got a little better at writing emails. Above all, you can get very far with a bit of common sense and a slightly lower pulse before the Send button gets a proper workout.