How to Write an Effective Business Communication Email

Write an effective business communication email when you want to communicate clearly and quickly, and get the job done correctly.

Email has changed the workplace. In the past, people had to correspond in one of three ways: in person, via the telephone, or through a letter that was delivered through the mail.

Benefits of email are it is a nearly immediate form of communication and easy to use to communicate to many people at the same time.

Difficulty: Moderately Easy

Instructions

Things You'll Need:

• Computer
• Email account

1. ~Be Professional~
   
   Remember that business communication email is for business. These types of email are not the place to include slang or bad language, personal information, or emoticons (smiley faces and the like).
   
   Your job may depend on writing effective emails, so first and foremost, keep them professional.

2. ~Use a Salutation and a Closing~
   
   Writing business emails is not so different from writing business letters. The difference is that they are sent via the Internet from one computer to one or more computers. Otherwise, the information should not be remarkably different.
   
   Include salutations and closings. For example:
   
   Dear John, Sarah, and Mike:
   
   -- Body of the email here --
   
   Thank you,
   Jennifer

3. ~Address the Important Points~
   
   Effective business communication emails include all of the salient points necessary to get the job done. Type a rough draft of the email. Review your notes or information to ensure you include every item that needs to be covered.
   
   Save the draft email and come back to it later if possible, even if it is just five or ten minutes later. This break away from the email will let you reread the email before sending it to make sure you covered all topics needed.

4. ~Use Good Formatting~
   
   As with any writing, the layout is important to letters or emails. Incorporate bullets (or simple dashes at the beginning of the line) to list items. Or use numbering to itemize main points. This practice makes it easier for the reader to grasp all of the topics quickly and easily and to refer back if needed without wading through huge paragraphs.
   
   If the email text does not lend itself to a listing format, use small paragraphs to break up the text. Each person's computer screen may present the text differently and smaller manageable bits of information make the data readable and a more effective form of communication.

5. ~Be Brief~
   
   Ensure you include everything in the business email that is necessary, but keep it brief. Extra information is just that--extra. Unless it's asked for, omit details and state the facts succinctly the first time.
   
   If asked, provide a more detailed account in a follow-up email and provide it to the correct recipients.

6. ~Be Tactful~
   
   When writing an effective business communication email, remember to keep it tactful. If it's common knowledge that a coworker failed in some way to do his or her job, everyone probably already knows it. Don't bring it up again.
   
   Likewise, do not make negative statements about a client (the company or individuals in another company) in written form, including emails.

Tips & Warnings

• If you say you have attached a file, double check that you have attached the file.
• Respect your coworkers and boss. Simply state the facts and leave office politics out of business emails.
• Do not use the smallest font size available for business emails. As the workforce ages, a larger font (at least 10 point) is a thoughtful consideration.

[maryanne09]

on 7/15/2009 Great article on How to Write an Effective Business Communication Email! 5*'s :o)

[nicisman08]

on 7/9/2009 Wonderful article. Very detailed and informative. Thanks 5 stars.