Email: The Personal and Efficient Medium of Communication
In this fast-paced world, technology has made communicating with others more convenient than ever before. One of the most popular means of staying in touch is through email. Personal or business-related, email communication has become an essential part of our daily lives. It has become a lifeline for people who work remotely, international business people, families living in different parts of the world, and many more.
I personally prefer emails as they provide me with the convenience needed to communicate with people from different parts of the world efficiently. It is the ideal medium of communication for me, whether it be sending a quick message to my colleagues or expressing my thoughts to my loved ones. It is personal, easy to execute, and takes little time.
However, to make the most of email communication, it is essential to plan and think through your message before you hit that send button. Your friends and family may be pleased to receive an email from you, but this might not be the case when you are writing with a business purpose in mind. This is why it is crucial to keep certain things in mind when writing an email, particularly when writing to influential people who may have hundreds of emails flooding their inbox.
Here are some tips that will help increase the chances of your email getting read– and receiving a response.
1. Clarity of Purpose
Before starting your email, ask yourself the crucial question, “why do I want to write this email, and what do I want the recipient to do?” Figure out the information needed and arrange it coherently, concisely, and effectively. The purpose of writing to a famous author differs from that of sending a business proposal. So, it’s important to be clear on the message you want to convey.
2. Effective Subject Line
The subject line of an email is the gateway to getting your message opened and read. A vague or dodgy subject line will often go ignored. Strive to be clear in your subject line and avoid writing anything that may seem spammy or begging for attention. Be honest, concise, and ensure the subject sums up the purpose of your email. A good example of a subject line would be “Guest Post Proposal” or “Request for Meeting.”
3. A Friendly Salutation/Get to the point Quickly
When writing to someone new, it is better to start with a ‘Hello,’ instead of “Dear Mr. Smith.” A friendly salutation helps to maintain a personal yet professional tone. Always get to the point quickly; avoid lengthy introductions, be brief, and to the point. People value their time, and within a few seconds of scanning your email, they should understand the purpose.
4. Clear Communication
Clear communication is key. Give your recipients all the required information without overwhelming them with too many details. Keep sentences short, use fewer paragraphs, bullet-points, and break up paragraphs to make it easy to read. Avoid jargon and provide complete information to avoid any delays. Edit for spelling and grammar and avoid lengthy backgrounds unless it is explicitly required.
5. Informal, yet Courteous
Communication through email should be kept formal, yet courteous. Keep your tone conversational, but professional. Avoid saying anything that you wouldn’t say to someone face to face and remember that an email is public. Always write polite and thoughtful emails, and remember that a single message can enhance or deteriorate your professional relationships.
6. A clear plan of Action
What is the exact action you are expecting from the recipient? Instead of only sharing an idea, focus on the information needed and the expected response. Make the action item clear and explicit to avoid any confusion and delays. Always end with a short thank you and your email signature, providing your contact details.
In conclusion, email communication has become an essential part of our daily lives. As we rely on it more and more, it is crucial to learn how to use it effectively to ensure that our message is heard and read. Be clear on your message, use an effective subject line, be brief and to the point, use a courteous yet professional tone, and make your action items clear. Implement these tips, and you’ll be sending better emails that are worth opening.