How to Write More Effective and Professional Emails
In the digital workspace, effective email communication is a cornerstone of leadership, particularly for non-native English-speaking professionals.
An essential aspect of this is paragraph structure—short and succinct is the way to go.
Here's why being concise and optimizing your structure will make your emails more effective:
Enhance Readability
In the mobile era, lengthy paragraphs can become impenetrable blocks of text on a small screen.
Shorter paragraphs, limited to 1-3 sentences, foster a smoother reading experience.
They're not just easy on the eyes but also respect the reader's time—a reflection of thoughtful leadership.
For example, let’s refine a typical email:
Before Optimization:
Hey Seung,
I wanted to reach out and see if you had a chance to review the proposal I sent over last week. Specifically, I need your team’s data for the graph on the second page. I also need your feedback regarding the project timeline. I would really appreciate your feedback on it by the end of the week. Let me know if you have any questions.
Thanks,
Silvia
After Optimization:
Hey Seung,
Quick check-in on the proposal from last week:
Could you provide your team's data for the second-page graph?
What are your thoughts on the project timeline?
Your input by Friday, Jan 20th, would be invaluable.
Feel free to reach out with any queries.
Warm regards,
Silvia
By simplifying the message and formatting it in a more reader-friendly way, you not only make your emails scannable but also actionable, which is key for busy professionals.
Increase Response Rate
A well-structured email prompts action.
When recipients can quickly identify what’s expected of them, they're more likely to respond in a timely manner.
Short paragraphs signal clarity of thought and decisiveness—qualities of a strong leader.
Embrace Mobile Formatting
Considering many professionals manage emails on their phones, formatting your message for mobile ensures your communication is always reader-friendly.
Even single-sentence paragraphs are acceptable. They appear more expansive on a phone, providing a comfortable reading pace.
Actionable Tips
Prioritize the main message at the beginning of your email.
Use bullet points for clarity and emphasis.
Highlight deadlines or action items in bold to draw attention.
Practice rewriting lengthy emails into concise versions to improve your skill.
