When it comes to email communication, we often fall in one of two buckets.
Bucket One: We type up a quick email and don’t think twice before sending it. As a result, we miss opportunities to share what we mean in a way that others can understand.
Bucket Two: Our desire to perfect our email stops us from sending it. We constantly rewrite or re-read it. Bogged down by our own second guessing, we miss chances to communicate.
Whichever bucket you’re in, the process below will help. Use it to craft emails that communicate your message clearly and with influence – without it taking all day.
The Process to Crafting Clear Emails:
- Focus on feelings first.
Before you start writing, ask yourself – How do I want the person receiving this email to feel when they read it? Then, help yourself feel that way, now. When you approach writing from the same feeling you want your recipient to experience it, you have a better opportunity for them to receive your message as intended.
- Know the two purposes.
Each email really serves two purposes – your reason for sending it, and the recipient’s reason for receiving it. You want to get clear on what each of those are, and intentionally decide how those purposes can support each other.
- Start writing, then streamline.
Now, you’re ready to write. Let it flow, without judgment. Then go back and take out any unnecessary information that distracts from the purpose of that email and the feeling you want them to experience.
- Format what you wrote.
Add formatting to make your email clearer. If there is a deadline, make that bold. If you have a question, make it its own paragraph and italicize it so it draws the eye. Steer away from paragraphs and use bullets or numbered lists to make it easier to read.
- Use a clear subject line.
Use your subject line to help your recipient know what to expect before they even open the email. If you’re requesting something, state it there. If it’s urgent, put that in the subject line. This will help them take in the information when they read it.
Whether our tendency is to rush our emails or to overthink them, the process above will ensure the message comes across clearly and serves your intended purpose.
Now, ready to apply some communication techniques to ask your boss for what you want? Check out next week’s edition where we’ll cover strategies for how to do so effectively.
Written by Lisa Philyaw, M.S. Psychology and Career Confidence Coach. More free resources and trainings on evolving your career with confidence can be found at www.LisaPhilyaw.com.