Improve Your Email Game: Part One

If you have a job—or you’re looking for one—you are writing emails regularly. Although arguably not as convenient as text messages, email plays a key role in standard business communications. That’s why you need to know how to write emails well. In this two-part series, we will cover a list of best practices to improve your email game. In the first part, we tackle the basic guidelines for professional co-worker and client written communication.

Is it email worthy?

With so many of us now working remotely, the casual conversation over the water-cooler has become increasingly rare. So, too, is stopping in at a co-worker’s cubicle for a quick chat. And while a phone call is often a good choice, a written note allows you to craft your message more carefully and gives both parties a paper record of what was said. It also lets the recipient deal with the information at a time that suits them best.

Or should I text?

In some situations, and in certain workplaces, texting can be appropriate—you need to let your boss know you’re having connectivity issues or you’re running late due to a cancelled bus. Either way, more supervisors now use cell phones to stay connected with their employees.

If your message is less than 100 characters and the situation is appropriate, consider sending a text; otherwise, your default should be to send an email. What email lacks in immediacy, it makes up for in its ability to convey a larger amount of information in a more businesslike way.

Be professional

When you’re communicating through email, you’re presenting yourself through words. Make sure that the image you’re sending is a good one. Check your spelling and grammar and use full sentences. While most business emails don’t need to be formal, they should still be correct. On a similar note, if you’re sending an email on a particularly difficult or personal topic, draft the email and then save it for later. Take some time away to allow yourself to be more objective about it—you can even ask a trusted co-worker to read it over before you to hit send to ensure that the tone and wording is appropriate. (You don’t want to send something that you might regret later after you’ve had time to think about it.)

Remember to sound human

The tone you strike will depend on your relationship with the recipient and, of course, on the subject matter. You’ll likely speak differently to a teammate from the company softball league than to a senior vice-president you’ve only met once on a conference call.

If you don’t know the recipient colleague well, add in some pleasantries. This may be as simple as, “I hope you’re enjoying this lovely weather” or more specific and personal like, “How are you adjusting to life with a labradoodle?” In any case, a few words of warmth can go a long way to building a solid connection.

Nail the subject line

Remember that you’re emailing for a specific purpose; let the recipient know what that is even before they open the message. Is action necessary on their part? Are you emailing just to keep them up to date? Whatever the reason, state it in the subject line—whether that’s, “Your approval needed by Friday,” “Rescheduling our Zoom to 9:30 am,” or “FYI: Marketing meeting minutes.”

Keep it short and sweet

A work email isn’t the place to let your thoughts wander. Shorter is usually better. Make the most of your reader’s attention by getting right to the point. Try using a bulleted list where appropriate or make key information bold to for easier scanning.

If you’re sending an attachment—especially to someone outside of your organization—be sure to mention it. This lets the recipient know that it’s from you and gives them the go-ahead to open it safely.

Read more additional tips and tricks in Improve Your Email Game: Part Two.