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Learning to write better emails will improve your reputation as a strong and thoughtful team member, help you articulate your ideas clearly, grow your influence, avoid unnecessary back-and-forths, and actually get things done. Here are a few basic guidelines to follow:
- First, identify what you want your email to convey. Ask yourself: What outcome do I hope this email brings? What do I want the recipient to do? This will help clarify your intentions.
- Next, decide the recipients of your email. In general, though, avoid sending a message to an entire team of people if you only need to talk to one or two. Similarly, don’t CC your boss on all emails that don’t require their oversight.
Tailor your subject line. Use a verb or a phrase to indicate what action you want the recipient to take such as “Decision,” “Action Required,” or “Feedback.”
- When you write your message, start with the action you want the reader to take. Follow up with the context, and end by letting them know you’re available for questions. Include visual elements like bullet points, bold text, italics, and shorter paragraphs.
- Always specify the timeline of the action or by when you want the recipient to get back to you. Include the expected end date for the task, request, or feedback.
