Email is a constant in most of our lives, whether you're an entrepreneur or not. On a personal level, taking care to craft a solid email is a nice gesture for your recipient (who is probably as busy as you are!), but on a professional level it becomes all the more important. Your emails help shape a recipient's perception of you, especially if they've never met you in person. This goes for your clients as well as your partners and investors.
Take these six tips into consideration to help you write a better email:
Give It a Clear Subject Line
What is the point of your email? Put that in the subject line so the recipient knows what it's about and can easily find it later if he needs to.
Keep It Short and Sweet
We're all busy enough without having to sort through paragraph upon paragraph to find the point. If we're faced with that, it's tempting to start skimming and miss the point entirely, especially if we don't perceive the email to be especially important.
Know exactly what it is you need to convey, and get to the point immediately. Offer only the information your recipient needs to make a decision or take action.
Make It Easy to Read
Do you ever get those emails that consist of one long paragraph? Divide yours up in a way that makes sense. At least make shorter paragraphs with a space between each one, or consider whether a bulleted list might suit your purposes.
Read It Before Sending
Write it, then read it over. Is there anything extra you could take out? Did you make any typos?
Wait to Add the Address
There's nothing worse than the sinking feeling you get when you send an email before you're ready, or when you send it to the wrong person. Leave that recipient box blank until you're happy with your communication and ready to click "send."
Make Sure Email is the Most Effective Way to Communicate Your Message
Does your message include especially timely information? Is it a sensitive subject? Does it include feedback or criticism that might be misconstrued? Is the email getting long as you try to explain everything? If so, consider calling or having a face-to-face meeting instead.
What steps do you take to make sure your emails are clear and concise?