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9 Tips To Help You Write More Powerful Emails
1. Make an effort to learn about email etiquette (now known as “netiquette”). There are many good reference sites and books about the Internet that will teach you the basics. I know that when the internet is mostly very informal, it can seem a bit precious to place so much emphasis on social niceties. However, whether we like it or not, many people take online etiquette very seriously. So, if you’re writing an email for a business, you should consider that your recipient might be one of the…
2. Never send or even attempt to write an email unless you are angry, upset, drunk, or completely out of control. If you have a heated conversation with someone on the phone, sometimes you can mess things up. But with emails, once you hit send, everything you write is there, etched in stone, for as long as the recipient wants to look at it. The old adage about “counting to ten” before answering couldn’t be more true here. Only send angry emails if you can handle the recipient’s feelings or if you really don’t care about them!
3. One thing you may not have considered is that it can be beneficial to carefully consider the timing of your emails. To begin with, it’s always a good idea to avoid sending emails that coincide with the Monday morning rush and the Friday afternoon lethargy. Additionally, I have sometimes seen weekend emails to companies end up getting lost in cyberspace. And on a more subtle level, if your recipients see you’re emailing on a Sunday morning or late at night, they may feel like they can block you for a business conversation at the same time. While you may think it’s cool to impress the client you’ve been working all hours with, your partner won’t when the same client calls you on the phone in the middle of the night.
4. Since almost everyone has been infected with a computer virus at one time or another, people are understandably wary of add-ons. I never send attachments to anyone I don’t know very well, and I never open attachments except for people I know well. And then, some modern viruses and worms clone themselves into original email names and addresses, so even an email claiming to be from someone you know can be infected. When in doubt, add text to the body of your email message or contact the recipient beforehand to make sure they’re happy to receive it as an attachment.
5. Formatting emails is something few people pay attention to, especially if (like me) their system uses only text. However, even with simple text, a responsive layout can make things more readable. Above all, you should avoid writing emails that spread all over the screen. These are very hard to read, and your reader may have to fiddle about changing fonts to get everything to look right as text. The safest format to use is strings of no more than 65 characters. It fits, works everywhere and makes email very easy on the eyes.
6. Your subject line should focus on its content to grab the reader’s attention. You’ll find that the best way to do this is to include some kind of benefit. For example, if you’re writing an email about a downwardly revised project budget, say “Project X – reduced costs by XX%” instead of saying “Project X – revised costs”. If there is no real benefit to using it, by all means try to make it interesting and interesting. Also, “free”, “subscribe” etc. Avoid the words that spam filters hate the most, such as
7. Online writing should be short and clear, as the screen is a particularly unpleasant reading medium for most people’s eyes. If only for this reason the principle of KISS (Keep It Short & Simple) is useful. With emails, you need to get straight to the point and stick to it. Someone who receives dozens of e-mails a day does not have time to wade through many preambles. By making your point concise, you’ll have the best possible chance of avoiding the ignominious fate of deletion.
8. When it comes to writing style, it’s much, much more helpful to write the way people speak than any other medium. Also, leaving out all but the main adjectives and adverbs will make your email clearer and more concise. Keep your sentences short and include only one main idea or thought per sentence. Paragraphs should be no more than 6 sentences — less if possible. And if you list more than a few items, use bullet points.
9. If you’re writing a business email, make good use of the signature option after your name. It’s surprising how many people don’t take advantage of this opportunity – but it’s a great opportunity to say a few words of encouragement. Since the email signature appears at the end, your recipients won’t be annoyed by it. If it contains useful contact information, it will be seen as a useful addition to your message. Even if your email is just text, you can make it look pretty smart.
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