4 Tips for Writing Business Emails

Emails are about the most basic form of communication in the modern business world. Indeed, it’s estimated that a staggering 293 billion emails were sent every day throughout 2019. That’s a nearly inconceivable number of emails flowing back and forth. And it’s safe to assume that the average professional sends hundreds — if not thousands — of emails every year. Yet, the truth is that many professionals are guilty of making fundamental mistakes when they draft emails. Given that fact, today we’re going to go back to basics. Here are four useful tips that everyone can use to write better business emails:

Don’t Be Cryptic

Have you ever received an email from a colleague that contained only a very open-ended phrase like “we need to talk,” or “call me.” If you have, then you know just how stress-inducing these messages can be. Rather than being unnecessarily cryptic, always make it a point to explain what you want from someone in an email. If you have time to send an email, you’ve got time to explain yourself too, regardless of your career choice.

Avoid Hyperbole

“EMERGENCY!” “URGENT — HUGE PROBLEMS!” “RED ALERT!” Email subject phrases like these will probably get the recipient’s attention, but there’s a trade-off to using hyperbolic subject lines. Unless you really need assistance, do your best to avoid over-the-top language like this. Otherwise it won’t be long before your coworkers become desensitized to — or just plain fed up with — your overtures.

Remove Unnecessary Recipients

In most instances, it’s best to limit your emails to one or two recipients. Sure, in some situations, managers may have a message for their entire team. But most of the time it’s best to keep your email chains short and sweet. This way, fewer communication breakdowns will occur, and you’ll be able to address problems directly.

Proofread

True, internal emails sent to coworkers don’t have to be perfect. When you’re expected to write 20-30 emails a day, a few errors are going to occur. Still, it’s important to proofread every email at least once before you send it. Just make sure that the recipient can understand what you’re trying to say, and that there are no major errors or omissions in your message. Taking two minutes to review an email can save you a world of stress down the line!

Conclusion

Whether you’re crafting an email report about a new type of dounce homogenizer or you just need a quick clarification from your boss, these four tips will always serve you well. So keep them handy at all times!