Let’s face it. We spend a lot of time writing and drafting emails but more often than not, people don’t read them. And we can’t really blame them either. Our inboxes get flooded with dozens of emails everyday and it’s hard to keep track. When you come across a particularly wordy or pointless email, you’re inclined to not read it and toss it in your trash folder.
This doesn’t bode well for the times you actually want people to read your emails. If something urgent in nature has come up, you want to make sure everyone is reading your emails so that they are on the same page as you. So how do you write an email people will actually want to read? Email writing is an art and an science. Here are 4 tips on how to write a good email:
1) Have a purpose.
How many times have you read an email, re-read it again, and still wasn’t able to understand the purpose? If you’re sending out an email, make sure you have a purpose. No one likes to get pointless emails that just clog up their inbox and take time to read. Respect other people’s time and make sure you have a point to get across.
2) Keep it structured.
In high school, your English teacher probably told you to include a beginning, middle, and end to every essay you write. The same holds true for any email you write. A email should be easy to read. If you write an email that is just one giant paragraph, people will most likely skim through it and miss the important parts. Make sure your have a quick introduction, a supporting paragraph, and a conclusion to every email.
3) Don’t forget the subject line.
The subject line is the first thing someone’s sees. First of all, make sure you include a subject. Many people forget to include one. If so, your email may go unread. Also, make sure your subject line is concise, yet too the point. You want to make sure that that it conveys exactly what your email conveys, in about 5 to 8 words maximum.
4) Keep it short and simple.
Lastly, try your best to keep your emails simple and short. No one likes a long winded email that takes a few minutes to read. Try to avoid lines and lines of fluff. People are more concerned about the issue at hand, not how you are feeling. If you follow the tips above, you should be well on your way to writing emails people will read.