How to Create a Good E-mail

Technology in the workplace has evolved so much over the past decade. Companies have their own Twitter, Facebook, Instagram, and even YouTube accounts. One thing that hasn’t changed much is e-mails. E-mails have been used significantly in the workplace since the late 90s (Kokemuller, 2008). Even though e-mails are so prominent and widely used, some employees still don’t understand how to communicate effectively through e-mail. If you think you might need to improve your e-mail skills, then just keep reading.

To begin, an e-mail is a form of communication so it should be treated like any other form of communication. It takes time to formulate your thoughts and communicate your message effectively. Try to spend at least 15 minutes creating your e-mail, look it over, and make sure the recipient knows what your message is. Next, make sure your e-mail has a beginning, middle, and end. I can’t stress enough how important it is for e-mails or any other form of communication to have structure. In one of my previous posts (linked here: http://goodvsbademails.blogspot.ca/2016/03/checklist-for-professional-e-mail.html) I explain how to properly structure an e-mail from beginning to end.

To conclude, e-mails can be a deal breaker in the corporate world. Through displaying clear ideas and having structure in your e-mail, your personal image in the workplace can be improved immensely. It’s up to you whether you reach for success or not.  

References

Greenawald, E. (2013, Nov 19). An Editor's Guide to Writing Ridiculously Good Emails. Retrieved from Forbes: http://www.forbes.com/sites/dailymuse/2013/11/19/an-editors-guide-to-writing-ridiculously-good-emails/2/#4c8fdafe6726

Kokemuller, N. (2008). The Impact of Email in the Wrokplace. Retrieved from Chron: http://work.chron.com/impact-email-workplace-7915.html

Checklist for a Professional E-Mail

Subject Line

-Summarize the central idea (Guffey, 2013, 2010). Keeping the message short and sweet ensures that it will keep the attention of the reader. Using abbreviations, such as FYI (for your information), can also help to keep a message short.

-Avoid one-word subject lines. One-word subject lines are ineffective when communicating with a colleague, a short phrase creates context for the recipient of the e-mail. 

Opening

-State the purpose for writing. Expand on the information from the subject line. Briefly explain what topics you will be touching on in your e-mail.

-Address questions. If you are sending a request e-mail, begin with the most important question and ensure you use courteous and polite wording. If you are responding to a request, give the recipient the information they need in the opening and elaborate in the body of the e-mail.

Body

-Explain details. Display information logically and for more detailed topics, organize information in separate coherent paragraphs.

-Enhance readability. Use short sentences, paragraphs, and similar construction for similar ideas.

-Be organized. Utilise bulleted or numbered lists, columns, tables, or other graphs to improve readability and highlight important points.

Closing

-Request action. State what you want the recipient to do if appropriate. Include a deadline with reasons if possible.

-Provide a positive statement or a closing thought (Guffey, 2013, 2010). When communicating within or outside of the company, always include a positive statement especially when improvement or criticism is required.  

-End with polite departing words. Make a good lasting impression with words of endearment, thank them for their time or wish them well. 

References

Guffey, M. E. (2013, 2010). Checklist. In M. E. Guffey, Business Communication: Process and Product, Fourth Brief Canadian Edition (p. 153). Toronto: Nelson Education Ltd. .