Effective Business Email Rules
Workplace misunderstandings, communication breakdowns and even hurt feelings among employees can often be traced back to poorly written and ineffective emails. While there are many tools to guide business writers in crafting effective emails, understanding the needs of the reader is key to ensuring an email is opened, read and gets a response.
Other People Are Reading
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Message
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Email is convenient, but it is not always the best tool for every message. Effective emails contain information that is routine, easy to understand and short. Messages that are controversial, long or complicated require another medium such as a phone call, meeting or face-to-face communication.
Subject Lines
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A vague subject line is a good way to ensure that an email never gets opened. Effective emails contain short but descriptive subject lines. For example, an email with the subject line "status meeting" stands a good chance of being overlooked. However, "3 p.m. meeting to discuss new revenue projections" is a more compelling and helpful preview of the message.
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Introduction
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Effective business emails do not assume familiarity. Unless the author knows the recipient, effective business emails start with the appropriate salutation, such as "Dear Dr., Mr., Mrs. or Ms." In addition, business emails remind the reader why they are receiving the email. The reminder can be the last line of the previous email or a softer description, such as "You asked that I update you with the results of the employee survey."
Body
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The body of an effective business email follows the journalistic or inverted pyramid style of writing. In other words, the main points come first, followed by "need to know" information and either a request for action or an outline of expectations. Writers should use jargon and acronyms sparingly. Proper formatting also increases an email's effectiveness. For example, bullet points help the reader quickly grasp a list of items, and a healthy use of white space makes reading the message easier on the eye. Writing in all caps is a business email no-no because it implies that the author is yelling.
Close
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Sign-offs of business emails should be warm but professional. Using a simple "thank you" or "sincerely" might feel unoriginal, but those words are widely understood as a polite and businesslike way of summing up a note. Using a more flowery "very sincerely yours" or "with warm gratitude and appreciation" might strike readers in different ways, which leaves a closing open to interpretation and question. Some companies have policies about what may be included at the bottom of an email. Company quotes or slogans are usually fine, but including a personal quote or favorite inspirational saying risks reader misinterpretation. Effective emails contain contact information so a reader has several ways of following up with the writer.
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References
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