by J. E. Cunningham

Created on: January 22, 2007   Last Updated: April 30, 2010

Tips for Writing More Effective Email Communications

Over the past fifteen years or so, Email has inexorably become the preferred method of written communication in the Business World. Unfortunately, the convenience of this technology often lures many Email writers into adopting an "anything goes" mentality with respect to language and format. But the simple fact is that most Email created in professional environments are Professional Communications, and should be treated as such.

The important thing to remember is that an Email, like any written communication, works best when it is clear, focused and informative. It goes without saying that stuffy and ponderous communications are a turn-off for many readers, but the same holds true for overly informal writing and quirky formatting. For the Email writer, a writing style that strikes a balance between these two extremes is the best course of action.

In this regard, it is good practice is to draft Email messages that are consistent in tone and format with all other company communications. But along with this is the need to be discerning about the type of message that is being communicated. In other words, when communicating messages that are time-sensitive , Email may not always be the best medium of choice.

Of course, this sounds paradoxical given the immediacy of Email; however, the volume of Email generated within any company today can be so overwhelming for readers that this immediacy is often negated. The mere truth that messages can often remain "unopened" in a reader's mail box for a week or more is testament to this. That said, writers who try to prevent this by writing in a non-professional style are arguably creating little more than "internal spam".

Even with these aforementioned caveats, Email is undoubtedly here to stay. But it is up to writers to make Email work to it's best advantage. As a starting point, consider the following five tips when drafting Email Communications:

1. Let the purpose of the communication determine the level of formality.

If you are answering a simple inquiry or acknowledging a request, a simple "one-liner" will suffice. On the other hand, if you are making a formal request or announcement, then a more formal and expansive Email Communication is usually both necessary and expected.

2. Write conversationally, but choose your language with care and purpose.

As with any company communication, be aware that readers have learned to recognize important messages by the way they

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