How to write emails that don’t suck

26 Apr

124.5 billion - that’s how many business emails are sent and received every day around the world. And the average office worker alone receives and sends 120 emails each day (according to Campaign Monitor).

That’s a lot of traffic, and a lot of noise. So if you want to cut through, you need to make sure your emails don’t suck! Here’s a quick and easy formula for making sure your emails work for your audience.

Top tip - this formula works for almost ANY type of comms, not just emails!

Tell me what?

Start with what this email is about - why are you writing to this audience? It can be as simple as: ‘You are receiving this email because…’ or ‘I’m writing to let you know that…’. Don’t over-think it!

Your subject line is also key here - and don’t be afraid to use a clear call to action. For example, your subject line could be: ‘FOR REVIEW - Quarterly report’, or ‘FOR ACTION - New performance review process’.

Tell me so what?

This is about the ‘why’. Why is this important to your audience? What is the context behind what you’re saying or what you’re asking them to do? Most of what we communicate about is change, so it’s important to give the compelling case for why.

Then tell me now what?

This is where you talk about what you need people to know or do, what else is coming they need to be aware of, and where to seek extra information or support. Uncertainty breeds fear, so if you can give an insight into what’s next, you’re more likely to get people on board.

Keep it real

Ultimately, keep it real - that means simple, authentic, and honest. People see through the spin, and get frustrated when it’s hard to figure out why they’re being communicated with and what they need to do. So be clear, and use your unique style so it is genuine.