Emails are a necessary evil and have been for a few decades now.
What follows are 7 tips on how to write better emails. Check them out:
1. Always write the name of the person you are emailing at the top of your message. This includes in replies back to emails the recipient is answering back to you.
2. Be sure to include your company’s logo in the signature line whenever possible. This also includes your contact information such as your phone number and mailing address.
3. Always have your email signature at the bottom of each professional email you send. It amazes me how many professionals have not taken the time to make sure their signature populates on all ‘reply’ emails. It can be really aggravating to have to scroll to the first email in a long thread to find a phone number or mailing address.
4. If you need to forward some information that started as a part of an internal communication within your office to someone outside of your office, always delete all previous emails in the thread. There may be something shared internally, that when taken out of context by a client may cause problems in the future.
5. Refer to attachments in the body of your message when you send them. If you have multiple attachments that require a large amount of memory capacity, break them into smaller emails when possible. Another option for sending large files is to give the recipient access to the file on a shared drive.
6. If you are continually responding back-and-forth with a client on a specific email thread, be sure to change the subject line. In other words, if you were discussing your new service agreement and the subject line said “New Service Agreement,” but the conversation evolved into setting an appointment for lunch and you're still trying to decide on a place, be sure to change that subject line to “Lunch” or something like that. This keeps things more orderly for both parties.
The last tip I’ll share is the most valuable of them all.
7. When in doubt, call it out! Most professional service providers and their assistants can get too comfortable hiding behind the keyboard. This has led to many email threads going to uncontrollable lengths. Picking up the phone will lead to the problem being solved in 5 minutes. I used to I tell my crew all of the time: ‘If you think this email is going to lead a long thread, cut it short and pick up the phone.’
I remember reading once where someone compared email to postcards: Nobody else is supposed to read your postcards, but you'd be a fool if you wrote anything private on one.
If you have any email improvement tips of your own, feel free to comment below.