7 Tips For Effective Email Communication [Definition & Examples]

ray tomlison. Massachusetts. 1971. this is when it all started. this is when the first email was sent and the first email communication took place.

And now, as time goes by, office workers, marketers, college professors, and students send and consume billions of emails every day, as they promise quick and easy distribution of information. effective.

but… everyone, individuals and public figures alike, will sooner or later have to deal with the challenges of online communication.

7 Email Tips for Lively Email Correspondence

Ensure a great email conversation with the following tips.

email tip #1: Decide what your purpose is

Before you even start composing an email, you need to make sure the email channel is a good fit for the message you want to send.

Time-sensitive issues and privacy-sensitive information may require a different communication channel.

For example, imagine you have a very important job interview first thing in the morning, but in the heat of the moment, you can’t remember if the meeting was scheduled for 9 or 11 p.m. m. waiting for an email response from a recruiter can lengthen the time and the response could come too late. however, a quick phone call could resolve the matter immediately.

It is imperative to think first and act later. First, think about the purpose of the message, the impact it will have on the recipient (desired vs. unwanted result), and only then choose the right medium to send it. communication.

It is believed that “the key to effective communication is to match the communication channel with the objective of the message” (Barry and Fulmer, 2004).

how to decide whether to send an email or not?

so, you want to send emails to:

  • get in touch with someone you haven’t talked to in a long time,
  • distribute information to a larger group of people (for example, an employee spreadsheet),
  • Giving employee feedback
  • Keep a written record of the communication for future reference (eg, commercial invoices),
  • Attach a file (eg. g., a candidate’s cv).

and avoid them when:

  • information provided is confidential (eg personal identification number),
  • information provided is bad news,
  • an immediate response is required.

There are many other professional communication channels you can use. messaging apps and live chat are some of the most popular options today. learn more: 14 best online chat software solutions for business

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email tip #2: Decide on the right email style

Think about the recipient (especially the type of relationship you have) and try to determine what type of writing you will use when exchanging messages with them.

It’s natural to write an email invitation to a sleepover using everyday language and choose more advanced vocabulary to write a sick leave email to your boss.

A generally accepted rule is that you should maintain a professional writing style (for example, by using set expressions) when communicating with people at work (for example, colleagues in other departments), people you don’t know (for example, clients, associates) and those of a higher rank than you (for example, boss, professors).

Formal vs. informal writing style used in emails

Formal vs. informal writing style used in emails

When corresponding with informal recipients (friends and family members), you’re free to use casual language similar to everyday speech.

🚀 read more: how to write a business email

email tip #3: write a clear subject line

the subject line (sl) is considered the second most important element (47%) in creating a clickable email, much more important than the first lines of the message (14%) and the offer itself (26%) (cmb survey).

Reasons for opening email

And why do you think that is?

let’s look at some stats. the daily number of business emails received and sent is estimated at 124.5 billion, and an average office worker receives 120 emails per day (campaign monitor).

conclusion? Of the hundreds of emails that flood recipients’ inboxes every day, only a handful will ever be opened and consumed, those whose subject line instantly caught the reader’s eye.

how to write a good subject line

Here are some guidelines for writing clickable email subject lines.

Email Tip #4: Remember the Format

writing compelling copy is only one side of the coin. formatting is the other.

When you see a big wall of unbroken text, the only thing that comes to mind is…help?

well, yes, no one is going to read a message with that much “dense” text.

Did you know?You don’t have to worry about email formatting if you use email templates. For example, when you want to send a newsletter, you can customize one of the free email newsletter templates available in your email application.

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how to write a good email:

When composing an email, showing off your excellent writing skills is not enough. you need to activate your sixth sense, aesthetics, and try to write a well-structured email in the following way:

  • separate the text into long paragraphs of two or three sentences,
  • underline critical information (with italics or bold) to stand out,
  • choose the correct font size (eg 11/12),
  • choose the correct font style (eg arial, timesnewroman, calibri),
  • use spaces after salutation, body paragraphs, salutation.

Email Tip #5: Correct and Verify

Before you decide to click the “send” button, always remember to double check and proofread the text for minor errors – spelling and grammatical errors, or larger ones – like addressing the right person.

To give the final stylistic and grammatical touch to the text, you can copy and paste the message into a word processor (word, google docs or pages) which will detect these errors instantly, or install writing programs such as grammarly which will correct them . them for you

Also, make sure you:

  • they did not misspell the name/surname (especially if the recipient is a foreigner),
  • they addressed them with the appropriate title (for example, Mr/Mrs, Doctor/Prof),
  • signed an email with your first and last name,
  • attached a work file,
  • included the correct email address of the recipient

email tip #6: use “bcc” instead of “cc”

Sending an email to the wrong recipient is one of the most common mistakes in email communication. revealing their email addresses is the other.

When you send mass emails to over a hundred people, it’s only natural that you don’t copy the text to send these messages individually to each and every employee in a company. you prefer to use a cc or cc copy.

An image showing the difference between Cc and Bcc copy when sending emails in bulk

Email: Cc & Bcc

Though Cc (carbon copy) and Bcc (blind carbon copy) sections sound similar, they are not the same.

The bcc and cc fields are used to include people in email correspondence; however, they are not required to respond or take any action when receiving a message. they are added to contacts to simply stay informed.

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however, in the case of carbon copying, recipients can see the email addresses of those to whom an email was also sent, and in the case of blind carbon copying, these names remain confidential .

why does it matter?

because in some cases revealing the recipient’s personal data (name, surname, email address) without their consent can be considered a crime.

Email Tip #7: Choose an Attachment Name Wisely

Attachments are tricky. email remains the number one delivery vehicle for malware, which means that any email document sent from the inbox can be at risk of infecting the recipient’s electronic device.

This is why more and more email platforms use spam filtering programs to detect unsolicited and unwanted emails to examine the content of the messages and determine if they are dangerous. because if they are, they will go straight to spam.

however, there have been cases of “healthy” email messages being misclassified as spam as a result of suspicious email addresses or attachment names.

When choosing a name for email attachments, always remember that they should look valid and don’t cast doubt on their integrity like these do:

An example of bad attachments names i.e.: 453697654.zip that can hurt the credibility of your communication

Example of bad attachment name

So, what’s wrong with the aforementioned examples?

First of all, the names of the attachments must correspond with the general message of the email (so when you send an invitation, the document included in your email must present the actual invitation and not an image of a cat ) and the content of the attached files.

so naming attachments with randomly chosen letters, words, or numbers just doesn’t make sense.

Also, try to reduce the number of special characters and punctuation marks used in the file name. in fact, none of the aforementioned symbols should be included in business email correspondence.

Finally, don’t go overboard with the length of the name: keep it short, relevant, and to the point. stick to the twenty-five character rule.

email correspondence: key takeaways

Whether you’re having a casual or business email conversation, you should always keep email etiquette in mind. otherwise, the message you want to communicate will defeat the purpose and never make it to the email inbox.

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