The ability to utilise emails for effective communication remains an essential communication skill. Being used for several official communication purposes such as pitching, job application, day-to-day workplace communication, among others, email popularity is based on several reasons such as ability to send a message to multiple recipients at once, accessibility from any location in the world, effective time allowance to adequately think about the message received and response to provide.
An email is best suited for detailed information and data sharing, keeping record of communication, giving significant and prompt directives and sending short progress updates. Unlike the instant messaging platforms, emails are effective for organisations with employees all over the globe in different time zones. A professional is expected to have effective email communication skills as this has a long lasting effect on personal brands as emails are a representation of the sender and determines how the sender is being received.
Poor email communication skill can affect an organisation’s corporate culture as poor tones and content can exude distrust, disinterest among other unpalatable feelings. Properly written emails would increase the productivity of an organisation or brand as they explicitly state the goal for which the email is written.
Attributes of an email
Here are the attributes of an email written to ensure effective communication.
- Succinct and Goal-oriented: An email should be concise and very direct. You should avoid rambling and beating about the bush when writing an email. The recipient should be able to get the goal of the mail as fast as possible with the content efficiently drafted to communicate the goal.
- Well Organised: An email should be organised such that it encourages the recipient to read. The recipient should be able to scan through and get the message with ease.
- Tone-appropriate with a Call to action: The content of an email is tone appropriate for the recipient as written communication is easily misinterpreted. There are no hidden messages in the message. The recipient can easily deduce what to do next after reading the email. The action points are expressly stated and if there is a due date for the required actions, they are expressly articulated.
Your subject line should be brief and arouse the interest of the recipient to read the email. It should not be misleading. It is best to keep your subject line between 6-8 words with your pleasantry brief, professional, and recipient-fitted. Proofread your email as much as you can before sending it.