“In labouring to be concise, I become obscure” |
The key task of an analyst is explain
complex concepts simply. Below are 5 tips that help me write effective email messages.
Email writing tips
- Start your email message with a topic sentence
- Use proper names instead of pronouns
- Provide examples if asking to decide between one option versus another option
- Keep it short
- Use bullet points when writing options
1. Start your email message with a
topic sentence
Most executives and decision makers
view their emails on a smart phone, thus showing a preview of
the first sentence of every email.
That's a perfect window to grab their with the following:
- if you need something, make your first sentence a question.
- If you have something to show then state in your first sentence that "the attached file provides..."
2.
Use proper names instead of pronouns.
I suggest you forget the words he,
she, we, and it (especially "we" and "it"). Replace them with proper names, objects,
and concepts. This way, the reader isn't
confused about who or what you are talking about.
3. Provide
examples if
asking to decide between one option versus another option
Just like ordering food from a fast
food restuarant, it's nice to see options. For example, if you're asking the
reader to decide if a report is to display a physician's name by [first name]
[last name] or [last name], [first name]. Why not take the extra minute and
provide real names from your organization.
4. Keep it short
Busy executives and decision makers
receive a lot of emails. There isn't time to read novels. State what you want
in your topic sentence, provide a couple of supporting bullet points or
paragraphs, and get out. If your reader needs more info, let them ask.
5. Use bullet points when writing
options
A great way to break up the monotony
of an email is to use bullet points. I suggest using a maximum of three. There
is something powerful in the number three.
As I read the poet
Horace's quote above, I believe that a well written email has less "I" words and
more words that describe the issue or concept.
What did I miss?
