How to Write Clear, Concise Emails That Get Results

Plus a free Fast & Effective Email Checklist

Nine seconds. That’s how much time the average person spends reading an email. However, email remains a primary means of communication in the workplace. When you don’t have a lot of time to get your point across before the reader moves on, writing the perfect email that actually gets a quick and meaningful response can be a huge time suck for many professionals. 

The prevailing advice is to “be clear and concise.” But what does that mean, exactly? Clarity comes from knowing your audience first, plus what to include (and not include) so they can understand and act on your message. Being concise without including proper context can quickly lead to a dead end. Most people struggle to find the balance and end up losing hours of their week in the process.

In today’s newsletter, we’ll walk through how to write a great email every time with my Fast & Effective Email Checklist. 

Download now to follow along as you read through the article. Then, print it and post it near your desk for stress-free emails and more productive days.

1. Set Your Foundation

Before you start writing your email, there are a few things you need to get clear, whether that be down on paper or in your mind. Even though this won’t be part of your message, it is the most important step in ensuring clear, concise writing that prompts the reader to act.

Choose Your Audience

Put yourself in the shoes of your recipient. Understanding who you’re writing to before you begin to type will create a clear framework for your message. I have categorized common audiences in the checklist, but after you check the box, think about the person as an individual and ask yourself the following questions:

·       What does this person care about?

·       Why should they be interested in what I have to say?

Answering these questions will give you a clear pathway for your message and set you on a path toward empathetic communication, which has been proven to increase respect, collaboration, and productivity.

Define Your Tone

“Tone is what the dog hears.” – Adair Lara

Tone is the sentiment our words employ. It is conveyed in writing just as much, and sometimes more, than in speaking, so we must be very mindful of tone in our messaging. The tone of your message will reveal emotion and intention. As you mentally prepare to write your email, think of who you’re writing to and what your tone will be.

I like to think of tone as a dress code. There are acceptable tones for different people at different times. For instance, you might casually chat with team members at the office but be more formal with them during a presentation to stakeholders.

When preparing to write, decide on an intended tone first. Generally, emails employ one of the following dress codes of tone:

• Casual – A tone used with close friends and colleagues. Relaxed and natural, this tone allows you to be expressive with language and openly share opinions.

• Business Casual – Somewhere between casual and professional, this tone is used when communicating with team members, managers, direct reports, and long-standing clients. Friendly, but still buttoned up, it allows for personal expression but requires some formality.

• Formal – This tone is thorough, direct, serious, respectful, and sincere. It should be used when communicating about professional matters with a large group of people or with individuals with whom you don’t share a close working relationship.

Using a dress code for tone can help you get into the right headspace before you start typing your email.

Determine Your Objective:

The last pillar of your email’s foundation is to ask yourself the question, “Why am I writing this?” By setting an intention for your message, you create a focal point that keeps your mind from wandering and can save you loads of time.

Keep your “why” S.M.A.R.T. You can go through the acronym on paper or in your mind as you set your intention. Move through the exercise with your audience at the center of your “why”.

• S – Specific

• M – Measurable

• A – Achievable

• R – Relevant

• T – Time-bound

Here is an example of a simple S.M.A.R.T. objective: “I want the itemized marketing budget for Project X to be ready for the Monday morning meeting.”

The clearer you are with your “why,” the more efficient your message will be. 

2. Write Your Email

Now that you’ve set a solid foundation, you’re ready to fly through the message composition and land with a clear, concise message that spurs action.

Begin with a Salutation:

Your greeting should match your intended tone and be followed by the name of the recipient. Don’t skip this step! It is the first impression that sets your reader off on the right foot with your message.

“Hi,” “Good morning,” and “Greetings” all convey different moods to the reader.

Introduction:

Briefly state the reason for your message and what you need from the recipient. This can usually be kept to one or two sentences.

Body:

Guide the reader to your objective with the information they need to make a decision or carry out a task. You can use bullet points or short sentences for clarity.

Conclusion:

End with a CTA (call-to-action) derived from your S.M.A.R.T. objective. Make sure to include any deadlines or timing. For example, “I need your feedback by 5 pm Friday.”

Sign Off:

Complete with a goodbye message that matches your intended tone. Again, don’t skip this step; it is the feeling you’re leaving your reader with. Include your signature and other necessary information (like job title or company).

Review:

Don’t forget to review your message for typos, context, clarity, and unnecessary jargon.

Now, you’re ready to send your email!

Get Faster and More Efficient as You Go

By following these steps, you can ensure you’re sending clear and effective messages every time. Use the checklist regularly, and it will soon become muscle memory. You’ll find yourself flying through your inbox, getting more meaningful responses, and watching your days become more productive as you spend less time crafting each message.

Download the checklist here for a handy reminder of how to work through the process throughout your day. Here’s to efficient and effective messaging for all!