6 Key Points on How to Write an Effective Email
Article by Barbara Murphies
Do you feel confident in your ability to write a really effective email? How often do you struggle with how to use the best words to relay the right message to your audience? Effective email writing can be easy and fun! I hope to get you started on how to do this.
Let’s begin with the 4 basic kinds of email:
a. A straightforward email – is specific and straight to the point. No reply is needed.
b. An inquiry – this type requires a reply from the recipient. It’s either a request for advice or a a question requiring a response.
c. An open-ended dialog – this is a two way communication from which both parties will benefit from the discussion.
d. An action email – this type requires an immediate action on the part of the receiver. A good example of this is asking for a website link exchange.
Now you have an idea as to which type of email you want to send. Your motives are now clear and specific and you have a desired outcome in mind. The next step is to know how to write an effective email. Here are some key points to consider:
1. Determine the kind of email you want to send. Choose from the above 4 kinds of email to make your work easier.
2. Make your email specific. State your intention or need. Avoid making long introductions and use clear and concise language.
3. Do not use excessive flattering remarks. Some of us think that giving compliments will bring better results. Avoid being superficial and make sure the receiver feels your sincerity.
4. Your email must be both personal and pleasant. Address the person by name and make a sincere remark about their site, product or service. Add your name at the end and add a positive comment like “Have a nice day”.
5. Be professional. Compose your email in professional manner with the appropriate language and no slang.
6. Use a font size that is neither too small nor too large. Do not bold the entire email. Only highlight those keywords that are vital.Now you have the basic guidelines of how to write an effective email. In the end, it’s still your own personality that will be reflected in your writing. Apply these key points to achieve a better response from your recipient. Improve yourself, create an effective email