How to write better work emails ✅
Because as much as we'd love to, we can't avoid them.
Being an editor doesn’t always mean working on fun stuff like a debut novel, or checking a website for typos before it goes live.
To me, the value of good editing is sometimes the clearest in small, day-to-day tasks, like writing emails.
God, I hate writing emails. The sound of Outlook heralding another email, and another, and another, all vying for my attention, sets my teeth on edge sometimes.
Your school years don’t quite prepare you for how much time you’ll eventually spend writing and re-writing emails as an alleged adult. That’s airbrushed out.
Anyway, with that in mind, today I’d like to take you on a detour into the world of professional emails and share some editing tips to help you have a smoother (less stressful) ride in that space.
💻 Tips for writing better emails
Begin with purpose: Before hitting "Compose", take a moment to think about why you’re sending your email. Go in with a clear objective and structure your message accordingly.
Cut to the chase: The less time spent writing emails, the more time there is to go make a cup of tea. Aim to keep your emails short and sweet. Avoid long-winded sentences or unnecessary details that could dilute your main message and lose your reader, and use line breaks to keep things moving.
Ditch the clutter: Unnecessary jargon, buzzwords, and excessive fluff can get in the way of your message. While it's important to use a professional tone, there’s no need to starch it up too much. Relax. Let your personality come through - the professional version of it, anyway. Remember, simplicity is key.
Edit for tone (and tone-deafness): Tone is a critical aspect of written communication, and emails are no exception. Read your email aloud to assess the tone and ensure it aligns with your intended message. Be cautious of any unintentional tone-deafness that may arise. Consider the context and recipient's perspective to avoid any potential misunderstandings.
Proofread, proofread, proofread: Typos and grammatical errors can undermine your credibility, particularly if you’re talking about something serious. Always proofread your emails before sending them out. Use spell-check tools like Grammarly, and read the copy a few times before hitting send.
Structure matters: Organise your email in a logical manner, using paragraphs and headings to break up the text. This makes your email easier to read and allows the recipient to navigate through the content effortlessly. Use bullet points or numbered lists for clarity when presenting multiple ideas or action items.
Avoid ambiguity: Ambiguous language can lead to confusion and delays. Be explicit and precise in your emails, especially when conveying instructions or expectations. Provide clear deadlines, action steps, and any necessary details to ensure everyone is on the same page.
Use the subject line: The subject line is the hook. Use it to capture your recipient's attention and give a snapshot of what’s needed from them. Use action-oriented language, keywords, or any relevant information that can help them prioritise your email.
Think about timing: Pay attention to when you send your emails. Be mindful of different time zones and the recipient's workload.
One last tip that I got from my dad when I started my first office job: never, ever email in anger. Trust me. Walk away, chill out, come back.
And there you have it, dear readers – a collection of editing tips to elevate your email game. If you have your own tried-and-tested advice, share in the comments!