Effective Emails – How to Write Emails with Impact

by Ilizna | Everything, Productivity

Are you always writing effective emails? Can you truly say you’re writing emails with impact?

I’ve always believed that clarity and simplicity are key to effective communication – especially when it comes to email. Over the years, as I moved from being a teacher, lawyer and then managing a team, I learned that email is more than just about getting information across. It’s about impact. It’s about being understood and being efficient.

In this post, I’ll share the email guidelines that I’ll soon be teaching my own team to ensure we’re all writing emails that make an impact. These aren’t just tips I’m pulling from somewhere random. This is what I’ve learned through my journey and what works best in the real world… tried and tested on CEOs.

1. The Golden Rule for Writing Effective Emails: Simplify!

If there’s one thing you take away from this post, let it be this: Simplify your emails. Email is not the place for long-winded sentences or rambling thoughts. Keep it short, sweet, and to the point.

Email threads can quicky get out of hand. Too many emails back and forth. Too many details bundled into a single message. What did I learn from this? If an email is long enough to require multiple follow-ups or clarification, you’re doing it wrong.

Pro Tip: Aim to keep your emails to a maximum of 3-4 sentences per paragraph. And if the email gets too long, consider a call instead.

2. Your Subject Line: Hook Them Immediately

First impressions matter. That’s true for emails, too. Your subject line is the first thing the recipient sees, and if it’s not clear or compelling, it might get skipped over.

• Be Direct: The subject line should immediately tell the recipient what the email is about. “Meeting Rescheduled to 3 PM” or “Action Required: SOP Review” are perfect examples.
• Make it Actionable: If the email requires something, use actionable language. For example, “Please Confirm Attendance by End of Day” or “Action Needed: Review Attached Proposal.”

No one wants to open an email that feels like it’s wasting their time. So, tell them upfront why it’s worth their attention.

3. The Power of Structure: Break Up Your Email

One of the most important lessons I’ve learned when it comes to writing emails is to space it out. People don’t have the time or patience to read a wall of text. It’s overwhelming and frankly, ineffective.

Here’s how I make sure emails are easy to read and digest:

• Use bullet points: When you have a list, break it down into bullet points. It’s quicker to read and easier to follow.
• Short paragraphs: No one likes to scroll through giant paragraphs. Instead, break up your thoughts into bite-sized sections.
• Headings and Subheadings: If you’re covering multiple topics in one email, use headings to separate them. This makes it easier for your reader to find the information they’re looking for.

Structure is key! An email should flow logically, from one point to the next.

Top tip: Read the Harvard Business Review: How to Write Email with Military Precision. It’s a great resource on structuring emails efficiently.

4. Politeness Goes a Long Way

Politeness is always in style, especially when communicating via email. While email can feel a bit transactional, it’s important to maintain a respectful tone. Don’t assume that because you’re working remotely, you can skip out on basic courtesies.

• Start with a greeting: Even if you’re in a rush, a quick “Hi [Name],” sets a friendly tone.
• Be mindful of your tone: Avoid sounding too harsh or demanding. Instead of saying “Send this by 5 PM,” say “It would be great if I can have it by 5 PM. Would that be possible?”
• End on a positive note: Wrap up your email by thanking the person in advance or expressing appreciation for their time.

Remember, email is not a place to be overly casual. Always treat it with professionalism.

5. Phone Calls Over Email Threads

If an email thread is longer than four messages, it’s time to pick up the phone.

Emails are great for sharing information or confirming details, but when things get too complex, the back-and-forth just wastes time. If you find yourself responding to the same person multiple times on the same issue, pick up the phone instead.

Not only does this clear up confusion quickly, but it also helps build better relationships. Emails are a fantastic tool, but they can’t replace the clarity and personal touch that a phone call provides.

Just for fun: Read Forbes: Why You Should Pick Up the Phone Instead of Sending an Email. It explains why some conversations should happen over the phone.

6. Clarify Next Steps or Actions

Emails should not leave the recipient wondering, “What do I do with this?” If your email requires action, make the next steps crystal clear.

• If you need them to reply, say so.
• If you need them to review a document, include a link or attachment and specify what exactly needs to be reviewed.
• If you’re assigning a task, include a deadline.

Make it easy for your reader to know exactly what’s expected from them, and don’t leave any ambiguity. Side note: If you are writing the email to many people and only one person’s action is required, state it clearly.

7. Be Mindful of Length

In the professional world, brevity is appreciated.

Keep your emails as concise as possible. Get straight to the point, provide all necessary details, and finish up with your next steps.

If you find yourself writing a multi-paragraph email, pause for a moment and think: “Can I say this more simply?” or “Does this require multiple emails instead of just one?” Even easier, just ask ChatGPT how the sentence can be simplified.

8. Edit, Edit, Edit

Once you’ve written your email, don’t hit send just yet!

Take a few seconds to read through your email. Is it clear? Are there any unnecessary words? Are there any spelling or grammar mistakes? These little mistakes can make a big difference in how your email is received.

Top Tip: Try Grammarly! It’s great for checking tone, grammar, and clarity before sending an email.

Finally, as someone who manages a team, I can’t stress enough how much of an impact writing effective emails can have on your team’s productivity and communication.

The best emails are simple, clear, and actionable. The goal is to make sure everyone understands the message and knows what to do next. It’s not about being fancy – it’s about being getting things done.

Key takeaways:

• Keep emails clear and concise.
• Use bullet points and headings to organize information.
• Avoid long email threads; opt for a phone call when necessary.
• Be polite and professional.
• Ensure that next steps are clear and actionable.

Write effective emails with impact by simplifying it.