How To Write An Email
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Writing effective emails isn’t hard, but you do need to make sure that you follow a few guidelines if you want to be taken seriously by the recipients of your emails. Follow these do’s and don’ts to write effective emails that will get your message across successfully and send your reader on their way happy and satisfied with your work. This guide on writing effective emails will walk you through the necessary steps to get your points across clearly and professionally in the shortest amount of time possible.
Do: Write in short paragraphs
A lot of people are scared to write emails because they think they have to be formal or follow a rigid template. Well, you don’t! There are a few simple rules you should keep in mind when writing an email:
– Use short paragraphs (seven sentences) and bullet points when possible.
– Spell out acronyms or abbreviations the first time you use them.
– Keep it brief; don’t ramble on about how awesome your product is, just state the benefits.
– Proofread before sending.
Do: Say thanks
It can be hard to resist the urge to just send an email with a quick message. But it’s much more effective to take the time to thank someone for their help. Even if you’re responding to a request, it shows you care about what they had to say. You may also want to include a little bit about how their request will make your life easier, which is always a good thing when asking someone for something.
It doesn’t have to be formal or long—just a few lines in the email will do. It doesn’t have to be all flowery either, but maybe end with something like thank you or looking forward.
Do: Include your name
Start off by including your name. Let the person know who they are talking to right away. This will help build rapport and make them feel like you care about their time.
Keep it short and sweet. Brevity is important in an email as people can easily get distracted or lose interest if you drone on for too long. It should be no more than a page at most, but try to keep it to one page or less if possible. If the email is longer, break up the text with headers that identify what each section covers so the reader doesn’t have to scroll up and down all day long trying to find what they’re looking for.
Do: Start with Hi, Hello, or Greetings
Don’t use a generic email to introduce yourself or ask questions. This is an easy mistake to make, especially if you are sending an introductory email to someone you don’t know. Generic emails are about as helpful as a cold call: you’re just asking for the person to delete your email, read it, or respond with Who is this? Make sure that every email introduction includes who you are, what company you work for, and why they should care. The same goes for any question: provide enough information so the reader knows what they need to do (or not do) in response.
Do: Use subject lines
If you have more than two links, it will make your email very long. It is better to include the links in a separate section so that the email does not look too cluttered.
Don’t: Have lengthy paragraphs (seven sentences)]
If you have a lot to say, try using bullet points or numbered lists. This will make it easier for your reader to process what you are saying by breaking up the text into smaller chunks.
Don’t: Keep it generic
Keep your emails short. A good rule of thumb is to keep them no longer than three paragraphs long. Keep in mind that people are often busy and that you may not always get a response, so don’t take it personally if one doesn’t come back to you right away. And for heaven’s sake, don’t send more than one email in a row without giving the recipient a chance to respond! They have their own life too, after all.
Don’t: Use more than two links
It is important to remember that people will have to spend time reading your email, so try not to make it too wordy. The more links you include in your email, the more time the reader will need to spend with the message. Make sure that when you do include links, they are relevant and worth the readers’ time before adding them.
Don’t: Send attachments
If you want to attach a document to an email message, it is important to know that attachments can clutter your inbox and they are often hard for recipients to open. Instead, consider uploading the attachment to a file-sharing service like Dropbox or Google Drive. In addition, if you would like your recipient to have access to the document after they open it in their browser, send them a link instead of an attachment. This way you will be able to track how many people have opened the document. Finally, try not to attach documents that are larger than 10 MB as this could cause problems with delivery.