4.7 Writing Emails

Tips for effective business emails

If you’re struggling to write an email, err on the side of not wasting the reader’s time. Many readers get hundreds of emails a day. While a reader might sit down to read a letter or a memo, they will usually spend a few seconds scanning an email for relevant information before moving on to the next one.

Unless your email is sensitive or you are breaking bad news, it’s nearly always a good idea to state the main point of the email clearly and to clearly tell the audience what you want them to do.

It may be helpful for you to think of this as building a frame around your email. In the first part of the frame, you open by telling the reader why you’re writing. Then, in the body, you give the main message. In the bottom part of the frame, you end by telling the reader what to do next. Here’s an example. The grey shaded parts represent the frame.

First, the writers tells exactly why they’re writing. Then, they provide the supporting details. Last, they tell the reader what to do (confirm whether or not they’ll be at the meeting).

Here are some more tips for sending successful emails:

• Proper salutations should demonstrate respect and avoid mix-ups in case a message is accidentally sent to the wrong recipient. For example, use a salutation like “Dear Ms. X” (external) or “Hi Barry” (internal).
• Subject lines should be clear, brief, and specific. This helps the recipient understand the essence of the message. For example, “Proposal attached” or “Your question of 10/25.”
• Close with a signature. Identify yourself by creating a signature block that automatically contains your name and business contact information. It is becoming increasingly common for businesses to add First Nations Land Acknowledgements to their email signatures. For example, at Kwantlen, we can use: “At KPU we work, study, and live in a region south of the Fraser River which overlaps with the unceded traditional and ancestral lands of the Kwantlen, Musqueam, Katzie, Semiahmoo, Tsawwassen, Qayqayt and Kwikwetlem peoples.”
• Be brief.
• Use a clear format. Include line breaks between sentences or divide your message into brief paragraphs for ease of reading.
• Your email should have one purpose. If you find yourself covering more than one topic in your email, you should consider sending multiple emails so that your reader does not miss important information.
• Reread, revise, and review. Catch and correct spelling and grammar mistakes before you press “send.” It will take more time and effort to undo the problems caused by a hasty, poorly written email than to get it right the first time.
• Reply promptly. Watch out for an emotional response—never reply in anger—but make a habit of replying to all emails within 24 hours, even if only to say that you will provide the requested information in 48 or 72 hours.
• Use “Reply All” sparingly. Do not send your reply to everyone who received the initial email unless your message absolutely needs to be read by the entire group.
•  If you include a link, test it to make sure it is complete.
• Announce email attachments in your message.
• Give feedback or follow up. If you don’t get a response in 24 hours, e-mail or call. Spam filters may have intercepted your message, so your recipient may never have received it.