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6 Ways to Make Your Emails Sound Better

PrideStaff San Jose

Email may be a quick and easy form of professional communication, but it still requires thought and attention to detail. With so many flooded inboxes among your colleagues, leaders, and employees, you need to craft your emails with intention so your key points don’t go unnoticed or get misconstrued. Make your email sound better with these six tips:

 

    1. Keep it Brief

People get so many emails per day, and if you want them to pay attention to what you have to say, make it easy for them to do so. Keep your email messages brief – before you send, consider if there is any extraneous language you could remove, while retaining your core message.

 

    1. Use Easy-to-Read Formatting

Emails containing big blocks of text and little white space are difficult to read. Ensure your key points are quick and easy to retain at a glance by using eye-pleasing formatting. Use bullet points to break down your main points, and separate blocks of text into short paragraphs.

 

    1. Get to the Point

Don’t waste a lot of time leading up to the main point of your email – communicate it right away. If you have a specific question or request of your recipients, that should be among the first lines of your email. This gets everyone on the same page right away and keeps their attention.

 

    1. Include a Summary

Sometimes emails simply can’t be brief because there’s a lot of important information that needs to be communicated. When you’re writing a comprehensive email, include a quick summary. Write out the brief key points, and also reiterate any specific actions, dates, etc. This will be appreciated by your recipients who may be filing the email to revisit at another time.

 

    1. Create a Professional Signature

The content of your email isn’t the only factor that contributes to how recipients view it – appearance matters as well. Ensure you are conveying a professional look and tone to your emails by creating a professional signature. Include your name, title, and contact information in an easy-to-read font and color.

 

    1. Reflect Before Sending

Whenever you send an email, it should have a clear purpose behind it. Make your emails more effective by being intentional with your messages and selected recipients. Reflect before sending – quickly proofread, ensure your key points are concisely made, there is no unnecessary filler, and it has the intended tone.

 

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