It’s easy to take writing emails for granted. However, it’s important to consider how your communications are presented and how they appear to put yourself in the best, professional light. Before you create your next email, why not review this quick checklist to help your messages become more compelling?
Produce a subject line that grabs attention
Choose your words wisely to let the recipient(s) know directly what to expect. Create subject lines that are clear, concise and convey the exact purpose of your message.
Understand your audience and write to their level
Creating an email addressed to your co-workers would have a different tone than an email sent to upper management or executive leadership. In both situations, you should be professional.
Keep email content on point
People usually have plenty of other emails to get to so relay your message as quickly and efficiently as possible. Most people don’t have time to read long drawn-out communications. Furthermore, you don’t want to end up becoming known as the team member whose emails are lengthy, pointless and ultimately dull.
If your email is accompanied by supporting documentation such as a business case, presentation or spreadsheet, take excerpts from the material that offer a summary of significant information and motivates them to open the attached files for more.
Does your email require a time-sensitive response? Make sure your expectations are easily communicated and understood. This could help you to keep your own deadlines and deliverables on track.
Be careful when including others in your message
Take care when adding others on the CC and BCC lines. Include those who have a need to know but think twice about others who don’t because it could be politically incorrect and could end up backfiring on you.
Emails that are well-written have a better chance of being well-received and responded to. Another positive outcome of effective communications is the exposure you can achieve with others in the organization, which help support your career growth.