How to Write an Effective and Concise Business Email
To write an effective and concise business email, you will need to overcome years of grade school writing norms. Traditional forms of writing seek to entice a reader to finish the whole work. Conversely, business writing assumes the reader may not finish the entire email. Using what is known as an inverted pyramid format, writers provide key information first, followed by details and explanations in the body.
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Instructions
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Use the subject line to inform the reader. An email subject line should help the reader prioritize the email. Think about the questions who, what, why, when and where. Which question or questions does the content of your email answer? Then construct a short subject that embodies this information. Instead of a subject such as "Call from Customer," try "Buyer from 3M Needs Price List."
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Provide key information in the opening paragraph. The opening should explain the purpose of the email. For example, if you were writing to suggest a potential solution, your recommendations should be at the beginning of your email.
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Elaborate in the remaining body of the email. All paragraphs should have the corresponding key point from the introductory sentence, followed up by supporting facts or details. Front-loading information in business emails ensures that the reader has as much information as possible in very brief time.
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Avoid passive voice. Passive voice occurs when the object of a verb is written as if it were the subject. For example the sentence "Post-it notes are being made by 3M." 3M is the subject of this sentence, but it is located after the verb. To make the sentence active, use "3M makes Post-it notes."
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Revise your email before hitting the send button. Conciseness rarely is achieved on your first try. Do not rely on spell-check to pick up your errors. Read the email aloud to yourself to check for proper grammar. Ensure that your writing flows from key points to details and explanations.
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Tips & Warnings
Emails can be read on small media devices such as smartphones and BlackBerrys. Limit yourself to key information to avoid making your email too long.
Do not assume privacy. Email is sent to others intentionally or by mistake. Always maintain a level of professionalism.
References
- University of North Carolina: Business Letters
- University of North Carolina: Passive Voice
- North Carolina Department of Health and Human Services: Writing Clearly
- "Seton Hill College"; Begin with Your Conclusion: The Inverted Pyramid in Technical Writing; Dennis Jerz; November 2001
- "Seton Hill College"; Writing Effective E-Mail: Top 10 Tips; Dennis Jerz; March 2011
- Photo Credit Photodisc/Photodisc/Getty Images
