How To Write Business Emails That Are Easy And Fun To Read
How To Write Business Emails That Are Easy And Fun To Read
I almost titled how to write business emails that are easy and fun to read, how to write emails that get read.
My inspiration for the post was to share ideas to include in nearly every email save one to your mom or grandma.
Meaning that you should optimize every single email you write for the reader's comfort and comprehension.
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Communication Basics
Get to the point quickly. Don't use 2 screens to say what could have been communicated in 3 sentences.
Open with a friendly notation of greeting, recollection or celebration. Then get to the point!
Use Reply All function very carefully.
As a general rule, use Reply All to answer specific questions or address action items that are relevant to others on the distribution list.
If, however, that the communication may be simply a notification of communication sent, move any and all distribution members to BCC: and indicate in your reply that that/those individual(s) have been blind copied.
The challenge is that we all receive numerous emails each day. You will stand out and have successful reading/reply rates if you take care with managing email box load.
Business Email Formatting
As courtesy, include an approximate 'time to read' note before the salutation. For example:
(3 minute read, 1 action item)
Dear XX,
How To Write Business Emails That Are Easy To Read
We all recognize the volume of email we receive can be daunting.
What makes an easy and fun to read business email stand out is the care that the writer injects into the format and content.
When writing your own optimized business emails, follow a few guidelines to generate quick responses.
Break up your content into easy to read and digest points.
Break
Up
Your
Writing so that it's easy to read.
Use the highlighter function for action item requests.
Use the a legible 12 point font or larger and a consistent font throughout.
Making Business Contacts Through Other Platforms
Don't limit your communications to email, when an oft used platform might serve you and your associates better.
Consider LinkedIn, Slack and other communication tools in which communication flows freely and in an organized manner.
To do this, make your signature block clear*:
- Name, pronouns as well if desired
- Title
- Company
- Phone
- LinkedIn Profile
- Social Platforms if needed
* If able, drop any of the above categories in order to make your signature block clean and quickly read.
Emoji, Attachments and Logo Business Email Protocol
As a general rule, do not use emoji in business email. Attract the professional respect you desire by acting professionally.
Heart eyes don't communication professionalism. Save that for your friends and family.
Add attachments sparingly. With the ubiquity of Google sheets, docs et al, it's easier than ever to send links to documents for review and comment that allow real time updating instead of copy/save as.
For optimal business email communication, do not include your logo in your signature block.
Various email clients such as Outlook or Gmail process email differently so that your logo may show up as an attachment.
When your logo shows up as an attachment the reader is curious and it wastes her time if she has to open and review the attachment
HELLO THERE!
Today is a gift. Let's put a bow on it!
Find creative and sustainable ways to make family life a delight! Sharing modern etiquette that kids will enjoy.
💕 jennifer
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