Writing Effective Emails

Here are 7 simple rules to follow when writing an email:

1. Use a credible email address.

Someone may not open your email based on your email address, and make judgments about your credibility.

2. Write short emails.

Short, sweet, to the point! People like short things to read, not long lengthy paragraphs.

Each new thought or idea should start a new paragraph.

3. Limit your email to a single subject.

Gives the recipient a chance to digest and respond to the subject before moving along to a new one.

4. Make clear requests.

Summarize at the end of the email, use bullet points, and state the action you would like the recipient to take.

5. Honor requests from others.

Don’t ignore a direct request in an email, it affects trustworthiness.

Acknowledge them, even if all you’re saying is, “I’ll get back to you on that” (provided that you do).

6. Acknowledge receipt of emails.

Let your sender know that you’ve gotten their email (maybe eve thank them for it), even if you aren’t able to respond to it right away.

People expect a response within 24 hours.

7. Don’t write for yourself, write for your reader.

Make use of text links to provide them with background information (this helps keep emails short).
Stay away from jargon, unless the reader knows the jargon.
Use inline or attached images sparingly.
Use emoticons sparingly.
Put yourself in the reader’s place: “What would I need to know in order to understand this?”

Finally, be nice and remember that everything you send over the internet might someday be made public!

Written by Emily Tiesenga

FSU Tech Connect