Everyone knows how to write an email. We know what to say and what needs to be done. If you are writing emails to get work done and make people understand what you are saying, draft your emails carefully and wisely. Here are some tips on how you can tailor your emails to make that call to action
What’s the objective?
Before your start wording your email, ask yourself:
– Why am I writing this email?
– What results will this achieve?
– What do I want to convey?
– Do I have all the information?
Link in the chain
Very often we write our emails and attach other emails as links in the chain for relevance that we don’t have in our threads.
Be sure to explain the relevance of your attachments no matter how obvious it seems to you.
Some people will read your emails and make a decision based on the information you have shared.
Make your information clear. Spell.it.out.
Know your rights and the HR policy
Drafting an email is like the signature you make when you join a company. Everything in writing can be perceived in a million ways.
You must understand your rights as the employee of a company and always bear them in mind as you write your emails.
Your emails should convey your keenness towards your tasks and your loyalty with the company.
Throw feelings out of the window
Experts say it’s never wise to write an angry email. I say don’t write when any kind of feeling is prevalent. Write when you are calm, collected, not too happy, not frustrated, sad, annoyed or angry,
You best emails are the ones that are written with an objective approach.
Focus like nothing else matters
Nobody likes to read a long email and cluttered information. Keep your drafts short, to the point and polite.
Focus on the request, offer information and cut to the chase. If your email tells it like it is, people will take the required action.
Stand out from the crowd
Your emails need to have a signature style, which people begin to associate with you. You need your colleagues to read your emails, not discard them or put them in queue.
If you draft clear messages with all the right information, you are likely to be taken as the professional with a high level of integrity. That is the approach your emails need.
Clean your sign off message
“Thank you for your support” and “look forward to a prompt action” are not very crisp ways to end your email.
Make it more personal and exclusive like “let me call you in a while to discuss how you would like to do this.”or “Thanks for making the time. I really appreciate the way you always help out.”
The ending depends on your task and what you need to achieve but what’s important is the extra two minutes you will take to end it.
Here is a really good article on how to write B2B emails.