Tips to Write Effective Emails

Write Effective Emails email-tips

Not being a native English speaker might be a huge drawback when it comes to writing emails to your international colleagues. However, these tips should help in improving the quality of your emails, making you sound just like any other native English speaker:

Empathize with the recipient

Before sending your email read it the way a recipient would. Find out how interesting and informative it was. Was the proposition relevant? Would you reply to this email if you were its actual recipient? The answers to these questions should tell you how your email would be received by the other party. Nevertheless, to make your email more effective it is very important that you consider a few things about the person you are going to send your email to:

What is the purpose of sending this email to this person?

Is this person someone you know or is he or she a stranger?

What is it that the recipient wants to know?

Once you have your answers you will be in a better position to write a coherent and thoughtful email.

Make it as conversational as possible

Writing an email is not about showcasing your proficiency in the language. It is more about sharing information. Try not to be too formal. Your writing should sound like you are actually talking to the recipient. Use more of active voice. Avoid using passive voice as much as possible.

Make sure the subject line is catchy

Your subject line would be the first thing your recipient would read before opening your email. It determines whether the email will be opened or not. A subject line should ideally but briefly describe what is in the email. Be as clear and direct as possible.

Start with an appropriate greeting

“Dear [X]” might be the only salutation that comes to your mind if you are a non-native English speaker. But it may not be appropriate in all situations. It is fine if it is a formal email to a bank or an organization; but the email has to be sent to someone you know very well, a “Hi” would be good enough.

Build rapport with your opening sentence

If the subject line of your email determines whether or not your email will be opened, it is your opening sentence that determines whether your email would be read completely. Research the recipient before writing this line. Find out what he or she might be interested in. Show the recipient that you understand what he or she needs and are ready to help.

Keep it short and concise

With so many emails flooding inboxes on a daily basis, it is quite clear that no one would like to put in too much time into reading emails. Focus on telling the recipients what they need to know. Stick to the most important points and specific information.

If you are one of those people who rely on MS Outlook for sending and receiving emails, you might want to check out https://www.coolutils.com/TotalOutlookConverter. This software program is going to make your life a whole lot easier by letting you convert your emails into PDF or Word Doc files.