Tips on Writing Email

Email communication requires different rules than in-person or telephone communication.

While many people are accessible by email, sometimes it is difficult to determine how exactly to compose an email to them. The kind of email you write depends on your relationship to the recipient and the purpose of your email. The most important piece of information to remember when writing an email is to make it as easy to understand as possible.

Write an Appropriate Subject Line

The subject line should tell the recipient immediately what the email is about. Be as specific as possible when writing the subject, but remember that your wording also has to be concise. Some key mistakes that people make is leaving a subject line blank or neglecting to reword the subject line if the content of an e-mail has changed after a series of replies.

Watch Your Greeting

Greetings can sometimes be awkward, especially when you are unsure about how to address your recipient. It is best to be more formal rather than informal, so when writing to someone you have never met or written to before, a very curt "Dear Jane Smith" is appropriate. When addressing someone with whom you have a little familiarity, a "Dr. Smith" is okay until they tell you to address them by their first name, in which case a simple "Jane" will suffice. A lot of people are uncomfortable with being addressed as "Dear Jane" in an email since it can come across as stuffy.

State Your Purpose for Writing Early

Within the first two sentences of your e-mail, your recipient should know exactly why you are writing to them. Sometimes an introduction may have to precede the sentence that states why you are writing, and sometimes it has to follow.

Use Appropriate Language

While you may be used to using informal language and abbreviations such as "LOL" and "BRB" in certain social settings -- while texting or emailing close friends or family, for example -- an email may not be the best place to use such language. Also, it is best to err on the side of caution, so even when dealing with colleagues or friends you assume are familiar with you, do not immediately fall back on informal language until you are absolutely certain that it is appropriate in that context. Emails to people you are unfamiliar with should almost never have informal language or emoticons such as :), better known as the "smiley."

Keep it Simple

People get dozens and even hundreds of emails a day. It's always easier and best for them if you keep your email as short and concise as possible.

References

• MindTools: Writing Effective Emails

Resources

• Dennis G. Jerz: Writing Effective E-Mail: Top 10 Tips
• Philip J. Guo: Email Writing Tips