I’ve read a few articles recently about the Do’s and Don’ts of how to write an email to get your message well received.
To save you time, I’ve distilled most of these into 2 main “rules.”
Okay… I can hear you now, “Who do you think you are telling me what rules to break or follow? I’ve done quite well for myself breaking the rules!“
I get it. I break the rules myself sometimes. With that said…
WARNING: Breaking these two rules could be harmful to the health of your relationships with prospects, clients, colleagues, and friends.
2 Rules You Should Never Break When You Write an Email
No. 1: Never send emails with negative emotion.
Consider this: Compose your email recognizing that the receiver may not be in the same mood or emotional state as you. Try to imagine how the person receiving the email could interpret it.
Insight: When we read an email, we attempt to read intention and tone into the words. If the message is ambiguous, many people will automatically read the most negative emotions and intentions into it.
Once you detect negative emotion in an email you are reading or writing… STOP! Use the email to schedule a meeting: phone, in-person, or online.
No. 2: Never send long emails.
Why is this a rule not to be broken? Because long emails either don’t get read at all or merely skimmed, rendering them ineffective at best.
Save your long explanations, laundry list of solutions, and personal bio for an attachment, link, or when you’re able have a real conversation.
If you find yourself going a little long, but simply MUST put everything in the email, break it up with subheads.
Always write your email assuming it will be read first on a smart phone. Why? Because most emails are read that way.
Pay close attention to the first 80-100 characters of your email, because that’s what they will see on their smart phone. Don’t waist this valuable real estate. Get to the “good stuff” right away.
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