Tips on Effective Email Communication

Effective Email Communication

Effective Email communication is a MUST nowadays. 

People simply don’t have the time to read all the mail they receive nowadays and this is why these tips should be extremely useful to you, if you want to have more success in your job.

The decision whether a mail will be even read is often a split-second decision and this is ALL the time you have to make an impression.

Here are a few handy rules for effective email communication.

Mind Your Grammar

  • While it is often tough to write good emails on a handheld device, it is important that the rules of good writing are kept.
  • Keep your punctuation accurate, watch your spellings and where you have your capitals. Even if other people don’t follow this method, your email will stand out from the crowd.
  • Emails that have mistakes shows a carelessness and readiness for the easy way out. This will not be the long-lasting impression you will want to make.
  • A lot of the abbreviations nowadays can be confusing and people may not want to spend their time clarifying what is really meant. This is loosing ground or opportunities.

State your Agenda Clearly

  • Save on “the fluff”. Don’t spend a lot of time complimenting the receiver first. Come directly to point.
  • Be brief and concise. Be courteous.
  • Reread your mail if all the details are clear in your email; this will include possible participants, deadlines, targets, etc.

Be Concise - but not too Concise! 

  • Long-winded e-mails can be dreary, annoying and energy-sapping. The more a person has to scroll down or, with smartphones, swipe, the less appreciative they will be to your email. They'll probably just glance through it and miss out on important details — or simply delete it altogether.
  • So keep your emails short with less than 20 lines. This way it will all appear in the one screen shot. Focus your content, and trim down your language.
  • But as you are tidying up from your message, remember to keep the core content intact. Make sure that you don’t skip important background information for your reader.
  • Think about the message from their perspective and whether they have all the information they need to make a decision.

Quote on Message Sender and Receiver

Give a brief Update on what has been happening

Consider giving a clear update with a timeline of the events leading to this message; a chronology of recent events, which will give the reader the details of the most important events.

Consider the basics of writing a good story with having a good start, middle and conclusive ending.

Use an Effective Subject Title

Before sending off your Email, check the Subject title.

Ensure that you have a short and effective description. Your mail is most likely to lost or deleted if you use some generic or bland title.

If you are hoping to get some decision, then add that to the title and don’t forget to echo that request in the main body of your mail.

Be Selective Who Gets A Copy

Only include those who will immediately understand why they're on the email list; don't automatically click on "Reply All."

Your reader may have been over zealous with who is added on the "Copy" list, and if you copy that mistake, you will only annoy them.

Avoid using BCC unless you are quite sure it's necessary. You could end up with a bad reputation as being very indiscreet.

I hope these help you getting 100% effective email communication. 

If you have any further tips, please do add them to the comments box below! 

Hope you liked our tips to achieve effective email communication.

To Learn more about Communication, check out these pages.