Business Communication: How To Write A Compelling Email To Your Colleagues and Clients

Business Communication: How To Write A Compelling Email To Your Colleagues and Clients

It’s without a doubt email is certainly one of the most frequently used forms of communication in the workplace. For speed and efficiency, you’re most likely to use emails one way or another. Regardless of your work or the industry you’re in, you will need to write emails for one reason or another. 

For instance, you might want to relay an important update to your colleague, or you like to inform your clients about your new offerings. Emails have been used for documentation purposes, to give instructions, provide status updates or confirmations, make complaints, recommendations, or inquiries. 

Unfortunately, not all professionals can write a compelling email, the types that get the desired results, even those who are fluent in the English language. No worries, there is always room for improvement. 

In fact, you can learn English online to improve your English writing skills and craft more effective emails to clients or colleagues. Meanwhile, for your convenience, this article summarises six (6) useful tips for you to write compelling emails.

Be Clear About Your Goals

Before writing an email, you must ask yourself what you like the recipient to do after they read it. Once you have determined the email’s purpose, you can ensure that everything in your message focuses on that desired action. For instance, if you want the recipient to review your attached report, let them know what the report is about, what kind of feedback you need, why you want them to review it, and when you need it.

Use The Subject Line

Like a newspaper headline, the email’s subject line is the first thing that your recipient sees on their inbox right after your name, and this is even before they open your message. Your subject line should clearly indicate the content and what you want to happen next. 

Always use a compelling reason to convince the recipient to act on your email. For a message that requires a response, a call to action should be included. This determines whether your recipient will immediately read the email or not. 

Due to limited screen width, your email should be short enough to display the entire message. You don’t want a long subject line that will end up truncated. Remember that a blank subject line may be rejected or overlooked as spam. At the same time, if your message is part of a series of exchanges (such as a weekly report or a continuing project such as revised versions of a paper), you might want to include the date or version number in your subject line. 

Observe Proper Etiquette

Whether you are sending late-night emails or informal emails, always include a proper greeting and closing to sound polite and friendly. In addition to that, be considerate of the time and recipient. For instance, unless it is an emergency, avoid emailing your contacts asking for something after-hours or while they are on leave.

People frequently think that email can be less formal compared to traditional letters. However, the messages you send are the reflection of your profession, so a level of formality is required. 

Unless you are on good terms with somebody, avoid jargon, slang, informal language as well as inappropriate abbreviations. Emoticons may be useful when clarifying your content, but it is wise to use them only with those you know well.

Keep It Short And Sweet

Like traditional business letters, emails should be concise and clear. Keep sentences short and to the point. The email’s body must be direct, informative, and must contain complete information.

However, unlike traditional letters, it costs nothing to send emails except time, attention, and effort. If you want to communicate with one person about different topics, consider writing separate emails for each. This can make the content clearer and will help your receiver to reply to one topic at a time.

If possible, keep things simple with bullet points or numbered paragraphs. Consider chunking information into shorter, well-organised units for clarity and ease of cognitive demand.

Use Simple Formatting

Take note that email programs display differently. What looks perfectly aligned on your screen may not look the same on somebody else’s device. Because of this, avoid pasting a well-formatted document in an email. Instead, try and use documents written in plain text format.

Keep paragraphs short. Like periods (full stops), paragraph breaks rests the reader’s eyes. One who is reading emails on a mobile device will benefit from short paragraphs. However, make sure to follow the basic rules of composition when you write each paragraph.

Proofread Before You Send

Writing an email that is free from errors projects professionalism and care. Before sending an email, take some time to check for errors in syntax, spelling, grammar, and content flow. Moreover, double-check to make sure you have included the attachments you might have referenced in your email. If it’s an essential email to crucial stakeholders, ask a reliable person to help as a proofreader and read over your email before you send it. This works best even when you are sure that your email is perfect.

Takeaways

Whether for business, sales, or social purposes, crafting a professional, effective email is a critical skill. By keeping in mind the tips summarized in this article, you will be more than effective in creating emails to your clients and colleagues. Remember that your emails are the reflection of your values, professionalism, and attention to detail. Always proofread what you’ve written before clicking on the Send button. Always. 

Author:

Oscar Cunningham is an English tutor who has helped countless individuals learn and improve their English communication skills. Oscar schedules classes, either in brick and mortar classrooms or online.

Aside from holding sessions with his clients, Oscar also writes articles online to help more people speak and write English better.

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