Writing emails the right way: these 3 tips will make your communication more effective

In everyday work, we communicate almost exclusively in written form: If you can write well, you have a clear advantage here. Read now how to write e-mails correctly in order to motivate employees and customers to take action – this will make your e-mail communication more effective!

Learn more in this article

  • Why being able to write well is more important today than ever before
  • How to write emails correctly: 3 tips for effective communication
  • Effective e-mail communication: how to make it work

Effective e-mail communication: why being able to write well is more important today than ever before

Being able to write well and understandably is the most important skill in the modern working world. It’s not a risky proposition when you think about how many of your professional agreements are made in writing every day – everyday business life without e-mails, chats and the like would be very difficult. is hardly imaginable. Because especially when it comes to important agreements, people like to have information literally in black and white – not true?

However, being able to write well does not mean typing a worldwide bestselling novel into the next employee e-mail. In a professional environment Good writing a matter of effectivenessIf your writing is clear, motivates action, and prevents misunderstandings, your message will achieve what you want it to. How to succeed:

How to write emails the right way: 3 tips for effective communication

1. Stay away from business phrases in e-mails

The first tip if you want to write e-mails correctly: avoid typical business phrases. Writing e-mails becomes routine by recalling constantly used phrases, so it can be done quickly. However, phrases such as "referring to your previous e-mail, whose remarks I have carefully read…" Offer no added value to the person receiving it.

On the contrary: meaningless filler sentences and empty phrases make it difficult for readers to understand the message really important information to filter out from your mail. If the person receiving the email has difficulty understanding your message, your email communication is not effective.

In addition, overuse of business phrases makes you seem distant, not like a:n agreeable:n business partner:in or a collegial leader. This is because formulaic expressions such as "I am pleased to inform you" are usually not used in the spoken language are used and therefore seem unnatural.

This does not mean, of course, that you should only write your e-mails in slang from now on. Just avoid worn-out phrases that you would not use in your spoken business language.

Instead, use simple, easy-to-understand language and give your e-mails a more personal touch personal writing style. How to stay on the recipient:s mind. So next time:

  • "I’m contacting you about" instead of "in response to your inquiry"
  • "By the way" instead of "please take note"
  • "Please" instead of "I would be very grateful"

2. Personal customization instead of rigid email templates

Prewritten Sample documents are to be enjoyed just as with caution as business phrases, if you want to write e-mails correctly: Templates from the Internet may save you valuable time when composing an email. But: Because a template can never be one hundred percent adapted to your business situation, there may be more queries afterwards than necessary Effective communication does it differently.

Here, too, it is better to rely on personality. This way you can better address individual problems and prevent misunderstandings. In addition, simple personalization appeals to the addressees on an emotional level and encourages them to take action. Even a greeting appropriate to the time of day and a personal address turn a sober "Dear Sir or Madam" into a motivating "Good morning, Mr. Meier".

3. Writing e-mails correctly is not just a question of word choice

If you want to write well Optics of your text is just as important as the choice of words: How your email looks at first glance determines how effective it is. Why? Because people tend to do this in today’s fast-paced world, skim texts at first, to determine whether reading is worthwhile at all.

To communicate effectively, your e-mail should therefore not too long, well structured and important things visually highlighted Its. Here’s how to achieve that:

  • Work with bullet points
  • Make a paragraph when a content thought is completed
  • Make sure a line of writing doesn’t get too long
  • Bold important information
  • Use different font sizes and styles where it fits

A must for effective email communication: the perfect subject line

Before you send your email, be sure to add a meaningful and engaging subject line. Your communication can only be effective if your e-mail is opened and read by customers and employees. Therefore, be sure to follow our 7 Tips for the perfect subject line to increase your open rate!

Effective communication with well-written emails as a core competency for business success

In our everyday working lives, we communicate almost exclusively in writing. For this reason, it is important to place great emphasis on effective email communication. In the spirit of good emails, here are the three most important insights from this article for you once again Summarized:

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