4 Ways to Improve Your Emails

Writing emails

One key task I’m often asked to do is read over emails to ensure that it comes across in the right way and is delivering the message you want to. From doing this myself for many years, as well as asking my colleagues/ occasionally friends to check over my writing, I’ve come to find there are key points to make sure are covered when trying to position the ‘perfect email’. 

Now before I get started there is, of course, no ‘perfect’ email, but there are sure-fire ways to make sure the response you get can’t be negative. 

Tone

This is incredibly important, and no I’m not talking about how it sounds musically or the depth/size/reach of one’s vocabulary. No, here I am discussing the attitude, situation and the delivery of the message. 

– How does the email feel? Is it informative, friendly or formal – what do you want the person on the other end to say in response or if you don’t want a response how do you want them to leave the email. In simple terms what impression do you wish to leave?

Top tip: use Grammarly, it’s free and will not only check your writing but give you tips on if your message comes across as formal, friendly or informative. 

– What is the circumstance of the email? Is it an introduction, a follow-up/ reply, friendly or a serious matter – what is the state of affairs? This should be easy and clear and will provide the basic format of the email.  

Bonus tip: If you do ever need to bring up ‘bad news’ always ‘shit sandwich’ it. In simple terms, start and end with positive topics and put the negative part in the middle – but still always provide a solution. Most companies are doing this currently in their mass Covid-19 emails by starting with ways they are helping the NHS and ending with Charity work they are doing. 

– Ever hear ‘that person has a way with speaking’ or ‘I like their style of giving a speech’. The same goes for writing, we all have a way in which we deliver words – paying attention to how the email comes across can drastically develop your writing skills – first impressions spring to mind… 

Language

No, I do not mean use google translate if they are from another country. Perhaps on the very rare occasion if they do not speak your tongue and are already a client. Here I am alluding to the formality of the language you use. In essence, are you speaking with CXO, Company Owner, Manager or an Intern. 

Depending on the seniority of the person you are contacting, the language you use will change throughout the email. For example, there is little to no point speaking about future business plans with a manager when they are purely focused on the immediate projects assigned to them. And on the same coin, you wouldn’t ask the owner of the business about what they need to achieve this week. (Note these are questions you might ask on the phone)

Therefore the type of words you use need to fit the person so that they can quickly understand why, who, what and how you can help them – it also adds the benefit of making them feel like they are in safe hands if you communicate at the appropriate level and you understand them. They may even think you already work with numerous people similar to them. 

Bonus tip: Gives – if someone doesn’t get back to you after numerous attempts there is probably a good reason for it. In this instance, you have two options. 

1) Stop contacting them (not recommended unless they tell you to) 

2) Nudge them with helpful content and keep giving on a weekly or bi-weekly basis – I’ve had clients come back to me after 6 months of giving and then signing a contract. I also think this could be useful from a project management perspective – eg you don’t want to keep nagging a person but you want them to complete a task. In this case, you could send a helpful bit of advice for the task as a reminder. 

Knee jerk

“Aaa” the temptation to imminently reply to an email upon first reading it. This is the bane and true enemy of most bad emails. Let’s be honest we are all guilty of replying to something in the heat of the moment and then later realising… aaa fudge. 

For this, I have 3 top tips to help make sure this doesn’t happen and have your back covered:

– Start the reply in bullet points outlining what you want to convey, leave it and come back a few hours later or the next day. I normally leave it at least half a working day. 

– Send the email to a colleague/friend and have them check and make sure you’re coming across in the right tone/ language – remember you can’t use emoji’s to express how you feel here. 

– Think about the reply you wish to get. Is it really necessary to say xyz or will it just harm the relationship? Think about what you’re trying to achieve and bullet point it out. 

Overall just take time – some of the best emails I’ve written myself have been over 3-4 days. Though I do appreciate sometimes you may not have the luxury to take so long I would still highly suggest doing all 3 of the above. 

Treat people how you wish to be treated 

A very common saying, nonetheless always important. More than ever because of our current environment it is critical to make sure what you write comes across how you want it to. 

In this regard, I’m sure you’ve had cases where you’ve received emails you very much enjoy reading and feel appreciative, whilst on the other hand, had emails where it comes across in dim light. 

More often than not its common sense to establish how you want to come across to your clients. One exercise I’ve completed is going through any email whereby I’ve felt like the other person cares about me, take some of the best bits and then implemented them in emails when speaking with clients. 

Note: I’m not saying emails which deliver bad news can’t be written – but there is a way of writing them. Refer to ‘shit sandwich’.

I hope this helps. What ways do you have of making sure your emails are always top-notch? Let me know in the comments. 

P.S In times like these where everyone is drowning in emails offering help, my clients are relying on me to ensure their emails are digested and acted upon. If it sounds like this service could reduce the time you spend perfecting your messages and improve their effectiveness you are 100% right. Please contact me at oliver@olivera28.sg-host.com or olivergallen.com/contact/ to find out what role I can play in driving your message home.