5 Ways to Communicate Effectively in an Email

Email Icon

Image via Wikipedia

Freelance writers use email to communicate with other writers, clients, members from writers groups, and others. It’s important to communicate effectively in your email; otherwise your email could get lost in translation. There’s nothing worse than having the recipient misinterpret your email or ignore you all together. The key is to be direct, concise, and to the point.

Sometimes you may be in a hurry to write and send an email, but it’s important to read your email before you send it. How embarrassing would be it to send an email to a client that’s full of errors? It’s a good way to lose future business! Take a few seconds to read your email for typos and grammatical errors. You’ll be glad you did!

5 Ways to Communicate Effectively in an Email

1. Get to the point. Emails were created for a reason — to communicate in a short, concise manner what you want. Don’t waste time writing lengthy emails that may get deleted. Get to the point, make it, and move on. Say what you want to say and say it!

2. Don’t assume. Thanks to social media, you can network with people you know and the people they know. If you’re sending someone an email because you’d like to network with them, don’t assume the recipient knows who you are because you’re friends with their contact. You’re assuming they’ll accept your invitation because of a mutual connection. FYI: This may irritate some people.

Here’s an example of an email to send when you want to connect with someone via social media:

“Hello, my name is John Daley, and I’m writing to you because you and I know Jane Smith. I’ve known Jane for years through our local Toastmasters chapter. I would like to add you to my LinkedIn (Facebook, Digg, etc.) network. I think we could help each grow our businesses based on our knowledge and connections. I hope to hear from your soon. Thank you.”

This email gets to the point and asks the recipient to do something — respond and network!

3. What is the subject? People receive many emails throughout the day. Make sure you put an explicit subject in the ‘Subject Line’ otherwise your email could get deleted.

4. Be mindful when you ask people “about” themselves. If you’re asking people about themselves because you’re looking for a date, you could find yourself in hot water. Why do you want to know about them? What is the point? If you find someone through LinkedIn, Facebook, Digg, Reddit, etc. chances are their bio and websites are listed. All you have to do is visit their websites and find out what you need to know. Keep your email to business matters, and leave the personal “about” questions for Match.com or eHarmony.com!

5. Proofread! Please don’t send an email, especially to a client, that’s filled with errors. Take the time to read your email and correct errors. It could make a difference. Remember, you never know who your client knows. You could lose referral business with a sloppy email!

Rebecca

Enhanced by Zemanta

2 Comments

  1. I can’t tell you how many emails I receive and have no idea what the people want. I mean, come on! Like you said, it would be nice if people who want to connect with you on social media would state who they are and the purpose of the connection. It’s more personal.

  2. I too receive emails, and I’m not sure what the people want. What drives me nuts are “friend” requests from FB and LinkedIn. I often wonder, “Do I know you? Who are you?” Maybe it’s me. When I send a friend request, I state who I am and why I’m contacting the person. I do the same when I send an email.

Comments are closed.