If you spend all day reading and writing email, you get into a rhythm and style that's comfortable for what you do regularly. But sometimes you need to write an especially important or urgent email. Here are some tips to make sure you put your best work out there.
- Know your audience. What are they doing when they get your email, and what else do they have in mind? What do they already know?
- Use keywords to clarify or direct. You don't have to go all military precision with ACTION, SIGN, INFO, DECISION, REQUEST, COORD, but something very direct can help set the tone and expectations.
- Bottom Line Up Front (BLUF). Who/what/where/when/why for purpose and action required was the other tip, but think about what's "above the fold" and what won't be visible unless people engage.
- Be economical.
- Bullet points help scanning. Bold first part, then explain format helps here as well. Just saying.
- Tag people for action. If sending email to a group, assume nobody will do anything unless tagged by name.
- Have deadlines on action items where possible. Otherwise you're bound to be disppointed. Consider explaining what happens if things aren't done by the deadline.
- Edit. Give yourself a bit of distance, then do a pass to improve. I've written about this before.
- Have someone review. If it really is that important, it's OK to turn to others for help.
- Follow up. Add items to task list with date if you have such a system. If you've explained a consequence, send a reminder email.
Happy emails!
Tags:
checklist management writing
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