Writing emails is an essential activity in our everyday life. So much so, that most of us can’t even remember the world before email and how everything worked. Well, it’s that much more difficult if you are spearheading a project or company.
Your emails need to express leadership. They should be powerful, effective, and informative. However, that’s not so easy to achieve. That said, here are some tips to help you achieve the best results:
Keep it short and readable
Short emails work best because they can keep the focus of the recipient until the very end. However, shortness doesn’t always imply clarity and conciseness. Make sure that you have made your point in half a page at most. Also, be as clear as possible about what it is you want. Rambling on won’t get you anywhere.
Use simple language without any jargon or slang. Make it easy for people to understand. For instance, highlight the most important areas and have enough white space in your emails so that people can rest their eyes. If you have a complex issue, separate it into bullet points. Write short paragraphs as well.
If your email needs to be longer, create a “need to know” part at the beginning of the email, as an executive summary.
Have a clear subject and CTA
Subject lines are important because they let people know how important your email is and what it’s about. This is why your subject line needs to reflect both of those things.
So, for instance, when you need a response urgently, your email subject line would have to say “HOT” or “URGENT” in order to make the recipient aware of how essential a quick response is.
Make it relevant to your topic as well–no mystery is necessary there.
Calls to action should be the same: clear, concise, and relevant. The recipient should be clearly aware of what they need to do.
Be direct and stay on a single topic
Rambling on, as mentioned, is not a good email writing technique. It bores readers, confuses them, and leaves you without a proper response. Staying on a single topic is crucial. For example, focus on one problem that you have or one idea that you want to implement. Talking about several different things in one email is just confusing and overwhelming.
Use Online Tools
Editing and proofreading are essential if you want your recipients to take you seriously. You want them to act, not laugh at you over a typo, or bad grammar and spelling. This is why you should consider using some of the following tools to check the accuracy of your email:
– Big Assignments is an email editing tool that will show you excess words or sentences, and also show how to remove them without tarnishing the context.
Reply on time
Just like you want the response to your emails to come quickly, your recipients want it too. Lead by example and answer as quickly as possible. Make sure the response is accurate and meaningful, but still send it quickly enough so that the other party can have time to act. There is nothing more annoying than doing something as quickly as possible, and then having your team leader not respond, or even notice the email for hours.
Don’t send emails when you are emotional
When you get angry over a problem or a situation, wait before you send out an email. Being angry is normal, but it’s not a good behavior to show it directly to your employees or team members–especially not in an email. Wait some time, cool off, and then send an email that makes sense and influences people to take action and solve issues.
Allow yourself up to two questions
“Too many questions leads to either poor responses or no responses at all. This is why you need to limit yourself to two meaningful questions with each email. Ask something that really matters and don’t get too caught up on the details.” says communication manager, Reed Trent.
Emails are your number one tool in communication when you are a leader. And it’s a good way to demonstrate good leadership by sending proper, meaningful emails. Hopefully, these tips will help you do so.