How To Write an Effective Email

The internet is full of tips for creating professional and effective emails. Much of this practical to-the-point advice is aimed at young people trying to land their first job. Unfortunately, ineffective emails are very common among those already in the workforce. Some ineffective emails are written by people who are unused to computers and electronic communication. Others are written by folks who have poor overall communication skills. The vast majority are written by ordinary people. We are most likely to write ineffective emails when we are busy, feeling lazy, trying to avoid confrontation, or starting a new position. Here are steps we can take to write effective emails.

1. Determine that email is the best communication method. Email is a great tool, but is not effective or appropriate in all situations. Matters requiring an immediate response are best handled in person or over the telephone. Email is also not an appropriate way to resolve conflict, inform people about major organizational changes, or make an introduction to a future face-to-face customer or colleague for the first time.
2. Clearly identify the subject. Emails with vague or off-subject headings are difficult for readers to locate at a later time and are more easily overlooked. The key words of the subject should be at the beginning, as subject headings may be cut off on computer screens. If an email is related to an upcoming meeting, it is helpful to include the date and time in the subject. Never create an email message by replying to an old email on an unrelated topic.
3. Include a salutation. Although many younger people are comfortable with informal writing, most customers and co-workers will expect a greeting at the beginning of a message.
4. Clearly state the purpose of the message. The first sentence of the email should convey the relevance of the message to the reader. If it does not, they are less likely to read it.
5. Be concise. Email is best used to convey brief information of short-term value. An email message is not the place to establish a long-term policy, report significant findings, or propose a new project. If this type of information is transmitted electronically, it is best to include it as a separate attachment.
6. Highlight deadlines. If an email requires an action, the timing and nature of the action should be stated within the first several sentences. If it is an important deadline, it should be shown in bold type or underlined.
7. Include your contact information. If a reader has a question that requires back and forth discussion, it is often easier to answer over the telephone. Including a mailing address will allow a reader to send you a hard copy without contacting you a second time.
8. Avoid large file attachments. Most people have restrictions on the size of email attachments they can receive, so it is a matter of email etiquette to avoid sending large attachments. If a large attachment does get through, it can bog down a reader's computer for several minutes. This may result in your email being deleted before it is even looked at. Photographs from digital cameras are commonly problematic because they are downloaded at far greater resolution than is required for viewing or printing. Photographs should be reduced to a standard print size at a resolution of 72 (viewing) to 300 (printing) pixels per inch using photo editing software before attaching. Other types of attachments may be compressed in a .zip or other format. If a file is over 5 megabytes or so, it is best downloaded from an ftp site or distributed via hard media such as CD or DVD.
9. Don't use text messaging acronyms or emoticons. These are not appropriate unless you are writing a close co-worker about an unimportant matter or are working for a free-spirited internet start-up.
10. Use a spell and grammar checker. A poorly worded or typo-ridden email suggests that you are lazy, uneducated, disorganized, or all of the above.
11. Don't expect an immediate response. An email may arrive in seconds, but meaningful responses to email are made by humans. Occasionally, these humans are away from their desk, on the telephone, in the bathroom, at lunch, or having a face-to-face conversation with an actual person. If a matter requires a same-day response, please don't send an email. Get on the telephone or walk down the hall.