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Step 1
Focus one topic and it should be the topic in your subject line. By focusing on one message at a time you leave little room for ambiguity. This method also allows for easier filing and email archiving.
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Step 2
Use facts and figures. Avoid using terms that can leave your message open for interpretation. For instance, instead of saying "Sales are down significantly" use "Sales are down 30%". This conveys a much clearer picture of the situation.
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Step 3
Include any background information that may be needed to add context to your email. This will require that you know something about your intended audience and their knowledge of the subject. If pertinent information can't be included in the actual email, direct readers to where they can find relevant information.
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Step 4
As with all business writing, avoid clichés and overused phrases. Examples are: "value-added", "take it offline", "at the end of the day". Phrases like these have become trite and lost virtually all their meaning.
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Step 5
Be brief! Nearly 60% of all emails are read on mobile devices making it critical to deliver your message concisely. Mobile devices can accommodate approximately 140 characters per screen which will require you to be cognizant of the length of your email.
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Step 6
Don't write - or hit the send button - in the heat of the moment. Rarely are you as eloquent as you think when you're angry or overly emotional. This can be especially critical if your sending an email blast or a mass email. One of the best ways to avoid prematurely sending an email is to not add recipient names until you're actually ready to send. Better yet, write the email and then walk away for a couple of hours and then come back and revise. If it still makes sense to send, hit the button with confidence.
Comments
grammastacie said
on 5/29/2009 great info! 5*
gahazeleyes said
on 5/13/2009 Thanks. This information can be used also for the articles we write here. Very good.