How to write captivating business emails

Emails are seductive, easy to write, easy to send. They can be sent quickly and only after do you begin to think: Should I have sent that? Should I have written it differently? All too often, the email has been sent by the time you begin thinking about it and there is no retrieval. Here are some hazards to consider.

No swear words or jokes about the company   

Most large companies have email systems that check for keywords in your emails that could get the company in trouble. Swear words and comments about management get picked up. All of it will be viewed by compliance, so be circumspect.

Writing in anger

It’s difficult to get through a business day without getting annoyed at someone. Writing an angry email is so easy it’s terrifying to think about it. Yes there is that 5 minute thrill when crafting it (“I’ll show them”) but there can be a long after-affect.

Copying everyone under the sun

Some people’s interpretation of being in the game is to keep themselves in everyone’s mind by copying everyone on their emails. It can look as if it’s being thorough but unless everyone on the list has some interest in this information, then there is no reason to put them on the list. We exhaust our co-workers and get on their nerves.

Familiarity

You may be feeling all warm and fuzzy when you write the email, but the recipient may not be. At the moment your co-worker is receiving the email, he or she may be thinking of his status and not appreciate your colloquial voice. Be warm, but not too intimate. These are business emails and other people will read them. There is no need to write at length about your marital issues. Stick to business in business emails. People will respect you more.

Too long

This is an old saw by now but when we are all working at top speed, there is nothing more disconcerting than a 2 page email that could be said in 4 paragraphs. Attach additional facts in an attachment for anyone to read if they need to. Otherwise, in the body of the letter, give enough information to take an action on.

Too short

That said, if you are discussing a marketing plan or a technology development plan, a one paragraph email may be understating and show that you have little interest in the subject. So bulletize important facts and link to backup data.

Always put an action request

End your emails with what we are supposed to do next. Have a meeting? What is the next person to do? When will the next piece of documentation come in? This is how you will keep the project moving.

Should you email the person sitting next to you?

Interestingly, long ago I would have said No. But now, knowing that email is also a documentary evidence flow, then yes, email, but smile at that person as they receive it!

Professional sign offs

Have your name and your position, phone numbers, and company name as your signature. That is a courtesy that will help all correspondents know who you are and why you are sending your correspondence.

If you want to know more about how to communicate professionally read “The Smart Guide to Business Writing” written by Gay Walley.

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