8-Point Checklist of Writing Effective Emails
In today’s fast-paced world, emails have become an essential communication tool in both personal and professional settings. However, it’s not enough to just send an email – ensuring the message achieves its intended purpose is important. This 8-point checklist will help you in writing effective emails.
Let’s understand what an effective email is
An effective email is one that is well-written and well-designed. It should be concise, clear, and easy to read. It should also have a clear purpose and be written with the recipient in mind.
Best practices for writing effective emails
An effective email should follow best practices such as using a professional email address, having a compelling subject line, starting with an appropriate greeting, keeping your message concise, being consistent with your font, checking the tone of your message, and writing a simple closing.
- Use a professional email address
- Have a compelling subject line
- Start with an appropriate greeting
- Have a strong attention grabber
- Keep your message concise
- Be consistent with your font
- Check the tone of your message
- Write a simple closing
Looking at each one of them in detail
This will help in clearing understanding of each point mentioned above and assist in writing effective emails
1. Use a professional email address
The first and foremost point in writing effective emails is to have a professional email address. While it may be tempting to use a quirky or personal email address, this can be unprofessional. It’s best to use an email address that includes your full name or business name and avoid using email addresses that include nicknames or irrelevant words.
2. Have a compelling subject line
The subject line is the first thing the recipient sees and can determine whether they open your email. A good subject line should be concise and specific, giving the recipient an idea of what the email is about. For example, instead of “Meeting,” write “Meeting to discuss Q1 sales targets.”
3. Start with an appropriate greeting
Address the recipient with their proper title and name, such as “Dear Mr. Ajay” or “Hello, Preeti.” Avoid using informal greetings such as “Hey,” or “Hiya,” as these can be seen as unprofessional.
4. Have a strong attention grabber
The first few sentences of your email should be attention-grabbing and engaging. It encourages the recipient to continue reading the email. You could start with a question, a shocking fact, or an interesting anecdote related to the topic at hand.
5. Keep your message concise
In writing effective emails, you must remember that people are often busy and don’t have time to read lengthy emails. Keep your message clear and to the point, avoiding unnecessary information. If you have a lot to say, consider breaking up the email into sections with clear headings.
6. Be consistent with your font
Stick to a standard font such as Arial or Times New Roman and avoid using multiple fonts in the same email. It can be distracting and difficult to read. Also, ensure that the font size is readable and not too small or too large.
7. Check the tone of your message
Emails can sometimes be misinterpreted, so it’s important to ensure that the tone of your message is clear and appropriate. Avoid using overly formal or informal language, and be mindful of the recipient’s cultural background and beliefs.
8. Write a simple closing
End your email with a brief and professional closing, such as “Best regards” or “Sincerely.” Avoid informal closings such as “Cheers” or “Take care.” Also, include your name and any relevant contact information, such as your phone number or email address.
You can read more about writing effective emails by visiting the blog written by Prof. Anne Converse Willkomm (Drexel University) here.
Start writing effective emails with our readymade reference kit below.
In conclusion, writing effective emails is an important skill in personal and professional settings. By following these tips, you can ensure that your emails are clear, professional, and effective in achieving their intended purpose.
