We all have a bit of a love-hate relationship with email, right? On the one hand, most of us couldn’t do our jobs without it. But on the other hand, the sheer volume of emails we deal with in any given workday can be overwhelming.
And that’s not to mention some of the downright unbearable emails we’ve all received: emails that are novels, emails that don’t answer your questions, emails without the necessary attachments… some are just not great.
Worst of all, sometimes we send bad emails and don’t even realize it, yet strong email skills are one of the top traits of successful remote workers, and an all-around good practice.
So, here are a few tips to move away from cringe-worthy communications and write something people actually want to read.
1. Don’t be boring.
Seriously. This is the top tip for a reason. Boring emails are anything too long or too irrelevant. Make sure that you have something to say that is necessary, relevant, and concise. Get to the point and don’t fluff it up. It’s fine to be concise, but try not to sound curt.
2. Format, format, format.
If they wanted to read a novel, they’d read a book. Nobody wants to read a giant wall of text in an email. Leverage the power of formatting to include bullet points and add emphasis through bold or italics. Like this.
Formatting makes things easier to read. Your main point will stand out.
See? It’s easy.
3. Leverage technology.
We live in a time where there is some software, app, or tool to help with just about anything. If you’re not a confident writer, try using technology to help.
Tools like Grammarly or Hemingway Editor leverage AI to provide suggestions for spelling, grammar, punctuation, how to be more concise, and even how to write at a lower reading level (pro tip: aim to write at a seventh grade reading level). Many apps are free and provide in-browser extensions that help correct your writing on the go.
4. Directions > questions.
Try making your emails directive and use statements instead of open-ended questions.
As they say, some emails should be meetings and, if you’re looking for feedback or insight from a big group of people, you’d probably be better off scheduling a call than creating a massively long email chain.
5. Include relevant parties only.
This is simple: include only the people who need to be kept in the loop.
Be careful with those “reply-alls,” too.
6. Be a human.
Emails are meant to be concise, informative, and action-oriented. But that doesn’t mean they need to be cold or impersonal.
Don’t be afraid to lead off with a quick personal note, like making mention of a life event that someone’s recently had or checking in on how their family’s doing.
You can also use email to send a compliment! People love positive feedback after a presentation or project pitch.
7. Provide an out.
If you are sending an email as an FYI, tell them that. The words, “No response required—FYI only,” save so much back-and-forth emailing.
8. Know when to not.
Some of the best advice for email writing? Know when to not. Sometimes you really do just need to pick up the phone or walk over to their office and chat.
For instance, trying to hash out a miscommunication or find a resolution to a conflict should not be handled in email. It’s hard to detect tone and it happens one message at a time, meaning it’ll take way longer to type through your issues than to talk through them.
9. Review, edit, and proofread.
Even if it’s just a quick note, always review your emails. Remember to check:
- Spelling, grammar, and punctuation.
- Correct addressee and signature.
- Inclusion of attachments or website links.
For many people, this is a serious pet peeve that can make them cringe when they read your correspondence.
10. When in doubt, send a meme.
Everyone loves a good meme! But adding some humor and levity to your email can go a long way. Balance professionalism and playfulness by finding your email voice and inserting your character and humor into emails.
Emails are a key business tool, and it’s only being used more as remote work rises. But at least you can be part of the solution, un-cringe your outbox, and start sending emails that people actually want to read!
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