How to write better emails

In today's work environment, where business communication primarily occurs via email, writing effective messages is a crucial skill. Whether it's about making a good impression on your boss, closing a deal with a customer, or simply conveying a message clearly to your team – mastering email etiquette can establish you as a particularly capable team member. Here are 7 valuable tips to help you write better emails and ensure that your communication is both impactful and professional. 

1. Use the Subject Line Appropriately 

The subject line is the first interaction the recipient has with your email. Make it valuable! It should be precise, informative, and representative of the email's content. A well-crafted subject line increases the chances that your email will be opened and appropriately prioritized. 

Example: 

Instead of "Question," use "Question about the meeting minutes from March 12th." 

2. Get to the Point

Time is a valuable asset in the business world. Ensure that your emails are concise and to the point. If necessary, start with a brief introduction, state the purpose of your email clearly, and indicate if any action is required. This approach respects the recipient's time and increases the likelihood that your email is promptly addressed. 

Example: 

“Hello Mr. Müller, I am writing regarding the project meeting next week. Could you please confirm the agenda by Friday? Thank you!” 

3. Professional Tone

Just like appropriate attire in the workplace, maintaining a professional tone in your emails is crucial. This doesn't mean your emails can't contain warmth. They can be professional yet approachable by choosing your words carefully and avoiding informal slang or jargon that might not be understood in diverse work environments. 

Example: 

“Dear Ms. Schmidt, I hope you are well. I wanted to thank you for your support on our recent project. Your contributions were extremely valuable.” 

4. Integrate a Personal Touch

In a sea of generic messages, personalized emails stand out. Addressing the recipient by name and tailoring the email content to their interests or pain points not only captures attention but also builds a relationship. However, a balance is important – overpersonalization might feel intrusive. 

Example: 

“Hello Mr. Meier, I noticed you attended the conference in Berlin last week. I would love to hear your thoughts on the topics discussed.” 

5. Don't Neglect Grammar and Formatting

Don't underestimate the power of well-maintained emails. Use clear formatting, bullet points, or numbered lists for easy readability, and always perform a spell check before hitting send. Grammatical errors can undermine your professionalism and the credibility of your message. 

Example: 

"Please review the following items for the next meeting: 

1. Project status update 

2. Discussion about budget adjustments 

3. Planning the next steps" 

6. Strong Closing

How you end your email is as important as how you begin it. Add a clear call to action (CTA) if you expect a response or a specific action. Thank your recipient for their time and end with a professional closing, such as “Best regards,” followed by your name and position. 

Example: 

“I look forward to your feedback by April 15th. Thank you and best regards, Max Mustermann, Project Manager.” 

7. The Follow-Up: Timing is Everything

Following up is important but often overlooked. If you haven't received an answer and need one, a polite follow-up after a reasonable time shows your commitment and professionalism. However, make sure not to appear pushy. Timing and tone are crucial here. 

Example: 

“Hello Ms. Müller, I just wanted to follow up on whether you received my email from March 10th. I look forward to your response. Thank you!” 

Conclusion

Writing effective emails is an essential skill that can advance your career. An email can be the first and lasting impression you leave with colleagues, clients, and supervisors. A well-crafted email reflects your professionalism, attention to detail, and communication skills. Therefore, it's worth learning how to write better emails.

Find more career tips here.