smArtist thoughts18 May 2007 05:38 pm
7 Tips for Writing smArter Emails
Ever wished you were better at writing emails you want a response to? Here are a few handy tips:
- Get to the point. No one likes reading rambling emails. Respect my time and my attention span by staying on-topic. Keep it short because I’m not interested in reading a novel.
- HAVE a point. When I’m done reading an email, I want to have a clear Next Action. If you don’t give me one, you shouldn’t rely on me to come up with one. The best way to do this in my experience is to ask a direct question. If you don’t have a question, I’ll probably look at the email and think “Hmm. Okay. Next.” But if you ask a question, I have something to do.
- Answer my question. If I’ve asked you a question, answer it early in the email and directly. Don’t make me dig to find it.
- Regulate your paragraphs. Keep your language simple and your paragraphs orderly. Too few paragraphs that are long result in a sea of text I won’t want to read. Too many paragraphs that are short turn into a broken-up jumble of text I won’t want to read. 3 to 5 lines per paragraph, and 2 to 4 paragraphs is reasonable. Separate your ideas in a meaningful way and if you change the subject, start a new paragraph for it.
- Have an active voice. Don’t say “I could do this” when you could say “I am doing this.” Speak to show you’re taking action and doing stuff instead of sounding passive. Using exclamation points conservatively can also liven up an email. Finally, a strategically placed smiley face to add personality. Have an active voice! :)
- Heed the rule of 3, 4, 5. If you’re itemizing something, or listing things, or organizing thoughts, try to keep them in threes, fours, or fives. People like these numbers and they’re easier to remember and understand than arbitrarily huge numbers that won’t fit in your head. 7 is a good number, too, but usually only for articles and not emails.
- Sign your name. This seems obvious but a lot of people don’t do this. Sign with your full name to help make it stick in my head. This is subtle, but important. Professionals sign their name. :)
Does anyone else have any useful emailing tips?
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May 18th, 2007 at 5:54 pm
I like to use the old-fashioned business greeting for my business emails — Dear Name:
That way if I accidentally send an email to the wrong person, they know. :)
May 18th, 2007 at 6:50 pm
hah! That’s actually a great idea. I hadn’t thought of doing that, for that reason.
I always start every email I send with “Hi Bob!” but that’s because I have an aggressively informal style. Diff’rent strokes!
May 24th, 2007 at 6:44 pm
Dear Jon,
Nice post, Besides my name, I generally include my full contact info too. But only really for business emails.
name
website
phone
fax
May 24th, 2007 at 7:47 pm
Jon, your standard greeting for emails is only really effective if the addressee is named “Bob” - just a heads-up.
Also, I dropped by to say congratulations on Dungeon Runners shipping! I can’t believe you don’t have anything about it on your main page!
June 4th, 2007 at 8:53 am
Answer my question. If I’ve asked you a question, answer it early in the email and directly. Don’t make me dig to find it.
–>
But also the reader can skip the rest of the document, alas loss the bait.
June 4th, 2007 at 9:40 pm
Eric, doh! That’s a good catch. I kinda can’t believe I forgot that. ;)
Brian, doh! That’s a good catch. I kinda can’t believe I forgot that. ;) And thanks, man!! I’ve been so swamped with work and buying a house and other fun life stuff that I haven’t made the time to post yet. I will ASAP. :))
Mags, that’s a great point. In some situations, nestling it deeper — though not burying it — can be a good tactic. :)
June 25th, 2007 at 9:42 am
Did anyone mention spelling and grammar?!
dis kinda context is ok 4 im’s and txt msgs but sucks 4 em’s! u gotta rite it out and spell it rite!
June 25th, 2007 at 9:45 am
Oh, and one more. Be careful with addressing with a “hey”. This should be reserved for close friends. Many professionals view it as disrespectful, and may even be offended.
June 26th, 2007 at 7:22 am
Krissie, that’s actually a great point. This is something I actually have to rein myself in on a bit because I have a *very* casual, informal style. I have let slip many a ‘dude’ in situations where it may not have been appropriate. :)