Tips for Effective Email Communication

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In the business world, people exchange emails more than letters or phone calls. Just like regular employees in the office, freelancers and entrepreneurs alike receive multiple emails every single day.

 

Knowing how to effectively convey your message is a skill not many of us think about often, but learning how to write better emails will definitely make a big difference.

 

A lot of people do not consciously think about the repercussions of not knowing how to effectively write emails. This is where miscommunication often stems from. Not to mention the chance of possibly sending out the wrong idea or message to potential clients, or maybe even sounding offensive in some cases.

 

Poor grammar, wrong spelling, too casual a tone or just basically forgetting to proofread your emails can cause these problems.

 

So, for you to be able to properly communicate your thoughts through online correspondence, here are some tips to improve your email writing skills:

Use Short but Informative Subject Lines

Think of this as the gist of your entire email. The subject line essentially gives the recipient an idea of what the email is all about. Avoid long sentences and stick to using a few words to describe the purpose of your email.

Don’t be like those people who leave the subject line blank with the hope that it will make the email appear mysterious and appealing. It doesn’t! Truth is, it can be annoying, and may even be mistaken for spam.

Write Concisely and Get Straight to the Point

For heaven’s sake, you are writing an email, not a novel! In this fast-paced world, we are so pressed for time that reading long emails doesn’t seem appealing at all.

I do understand that long emails are unavoidable at times, but please don’t use this as an excuse every chance you get. What I’m trying to say is, you should try to write concisely and be as brief as possible.

If you need a quick response from your reader, asking questions answerable by yes or no is the way to go.

Always Check Your Tone

Gone are the days of letter formality, unless you are writing a cover letter. You can use a casual or conversational tone (or perhaps a more formal one in some cases) depending on who the email is addressed to.

Some important points to remember are:

  1. Write in proper English
  2. Avoid using slang
  3. Limit your use of emoticons

Don’t Forget Your Manners

Take the time to be polite. Don’t forget to say “please” and “thank you” in your emails. As the old saying goes – “manners cost nothing, but can go a long way!”.

Never Forget to Proofread

Always proofread your emails to avoid grammatical errors and spelling mistakes. An error-free email makes you look professional.

Struggling with grammar and spelling? No worries, there are many useful tools online that can help you overcome these. For starters, you can use Grammarly.

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