A pleasantry is typically a variation on "I hope you're well." Alternatively, you can say thank you for something they've helped you with or for information they sent in a previous email. With everything you write, ask yourself: How would I interpret this sentence, as someone reading it? How would this make me feel if I received it? This is a simple tweak to the way you write. A call to action. After you've explained your reason for emailing, don't assume the recipient will know what to do. Provide specific instructions. For example: "Could you send me those files by Thursday?" "Could you write that up in the next two weeks?" "Please write to James about this, and let me know when you've done so." Structuring your request. There's one problem: most of us are drowning in emails. The average person using email for business receives and sends over 100 emails a day, according to a report published by the Radicati Group. Once you've followed your standard email structure, trim every sentence down to be as short as it can be. Use the Active Voice George Orwell again: Never use the passive where you can use the active. Email is the communication tool of choice for most of us. Email's great because you don't have to be available at the same time as your conversation partner to communicate. It allows us to keep projects moving when our co-workers are unavailable or on the other side of the world. Some companies have gone so far as to entirely eliminate email from their work structure. Yet email often seems to define our days. It takes up as much as 25 percent of your workday.
5 Tools That Can Help You Write Better Emails - MakeUseOf
Email doesnt have to be a reflexive tool. You can use it proactively to start conversations as well. Its great for reaching out to folks you want to be in touch with and an actionable way of practicing gratitude.