How to write killer email

Business communication revolves around email. No two ways about it. It has become the foundation of how teams get onto the same page. It is…

Business communication revolves around email. No two ways about it. It has become the foundation of how teams get onto the same page. It is the basis for how we sell, request payment and provide customer services.

With many of us receiving more daily email than ever before it is important that the email we send are actually read.

Here are some tips on how to write killer email (written by someone that is trying to send slightly fewer bad ones by thinking about what makes one good).

1. Salutations

 

Dear Reader,

If in doubt start your email with “Dear <First name>”.

If the email is to someone on your team then start with “Hi <First name>”.

There are times when you may want to go more formal than “Dear”. There are never times when you want to go less formal than “Hi”.

Do you like to skip the salutation and go directly into your mail? What do you do with all freed up time?

It takes 0.1 seconds to type in “Hi”. Acknowledge the receivers existence.

2.Write how you speak

 

Seems simple enough? Take note of how many people don’t.

3. Find the balance between niceties and efficiencies

 

No one wants to receive an email from a robot. Be nice. Be polite.

But not too nice. Definitly don’t waffle.

Keep your email as short and efficient as you can without being rude, harsh or seeming like you’re shouting out commands.

4. Lists are awesome

 

Long, complicated stories are hard to digest when you’re working quickly.

Instead of sending someone a 300 word description of all the changes that should be made to the company logo, send a list. It’s easier for the receiver to understand and tick-off.

Be wary though. Lists sit on the robot side of the efficiency-nicety scale. Try find that balance (point 4).

5. “I” is kryptonite

 

The number of “I”s going around between individuals is a good indication of how screwed a team is.

The only time you would want to use an “I” in an email is when you are telling a story in the first person or if you are sharing an opinion that probably isn’t shared by the rest of the team and you’re looking for feedback.

Use “we”, “us” or just write sentences that avoid pronouns.

Using “I” in an instruction to someone in your team is a sign of bad leadership and terrible teamsmanship. Instead of saying things like “I would like to see more buttons on the landing page” say “more buttons on our landing page would confuse potential clients into submission, please add 10”.

6. Words matter

 

Words can hurt. They can tear down walls. They can also build communities and empires.

Unlike spoken conversation, once you’ve typed and sent your email, your words can be re-read over and over again. Fortunately, we usually have more time to select what we want to say when we’re communicating via a keyboard.

Remember that what you type has meaning. Choose your words carefully.

7. Pick up the phone

 

Not everything should be discussed over email. Sometimes a phone call, a WhatsApp message or a Skype call will be better.