Have you been writing effective email?

Take note of these simple mail writing tips and thank us later!

1 min read

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While following email hygiene is absolutely critical, there are a few more things that one must bear in mind while drafting emails. Email is your major channel for formal communication, therefore, it’s essential to put good thought into it if you wish you get a favorable response from the receiver.

Here are some tips that will come in handy when you write your next mail.

1. Clearly state your message

Unless you are a spy or a RAW agent, there is really no need to write cryptic mails. Get straight to the point and clearly state your message. The purpose of your mail should come through with your subject and the first line of your mail.

Review your mail before sharing it forward - is the purpose of your mail clear by the time you reach the second line of the body copy? If not, stop beating around the bush and get to the point.

2. Assume nothing

Yes, even when technology has evolved surpassingly, we are yet to crack the formula for telepathic communication. Unfortunately, you have to put in all the effort in writing a mail, and stop believing that the reader can read your mind.

Share all details that might be required for your receiver to understand the context of your message. The acronym that you throw around casually can actually go over someone’s head if they are not a part of your immediate circle. Keep a record of your on-call conversation on mail. Don’t assume that people will remember every word from the chat. There are not many Sheldon Coopers, yet.

Ask this to yourself - are you leaving out certain facts believing your audience must already know about it? Spare them the surprise and share all the details, otherwise, there will be a whole lot of crying over the spilled milk.


3. Put your thought into it

Have you ever got an email in which the sender asked you to figure out the way forward from the long scroll of trail mails? What exactly was your thought at that moment? It’s flustering, right?

When you write a mail, put in your considerations and thoughts and present options to the reader accordingly. It shows that you have made an effort rather than just dumping the load off from your brain.

Ask this to yourself - Have you explained what you are thinking and what you want your receiver to spend the time on or you are getting the receiver to play the guessing game?


4. Add a call to action

Your mail is neither a story nor a monologue. If you intend to receive a reply on your mail, clearly define your call to action to let the receiver know that you are expecting an answer on your communication.

Ask yourself this before you hit the send button - what am I asking my reader to do? If nothing is there even a need to send the mail?

Have any more suggestions on writing effective emails? Share it with us.

Himanshu Bhalla