Writing Emails
What matters most in communication is ensuring the recipient understands your message. This is especially important for emails. Poorly written emails can easily be misunderstood. Overly complex language, long paragraphs, and unclear expectations can lead to critical information being missed by the reader.
Here are a few tips to help make sure your emails are clear, concise, and effective:
Keep it Brief
Use short paragraphs - most topics can be covered in a handful of sentences. When an email is starting to look long, consider whether a meeting or document would be a better option.
Avoid "Purple Prose" and Jargon
Avoid using overly complex language or jargon. The goal is to communicate clearly, not to impress with vocabulary. Use simple, straightforward language that everyone can clearly understand. Take the time to explain any technical terms or acronyms that may not be familiar to the recipient.
Assume No Context
When writing an email, assume that the recipient has no understanding of the context for the email. Spend time to clearly explain the background information needed to understand any questions or action items.
The 3x3 Format
A helpful structure is the 3x3 format. This is especially useful for emails that are asking for action from others.
Aim for no more than three paragraphs.
Each paragraph should have no more than three sentences.
The last paragraph should clearly state the next steps or action items.
This approach forces you to get to the point quickly and makes it easier for others to digest your message.
Use Bullet Points
Use bullet points or numbered lists when sharing key facts, decisions, or action items. These help readers scan and understand your message quickly.
Be Extra Clear with Expectations
When you need a response or action from someone, be explicit about what you need and by when.
Assume that the person reading the email is unaware of any previous conversations.
State any action items or requests plainly, making sure to include who is responsible for each action.
If you need a response by a certain date, call that out directly.