The Tales and Travels of Taylor Made PA – Writing Emails with Impact

 

Published 18.05.2024

 

Hello!

Writing Emails with IMPACT

In today’s fast-paced business world, crafting effective emails is crucial for maintaining productivity and ensuring clear communication.

Crafting impactful emails is essential for maintaining productivity and clear communication in your busy schedule.

Whether it’s managing your diary, handling your inbox, or creating more efficient systems, mastering the art of writing emails can save time and reduce misunderstandings.

This blog was written to help you write Emails that get results.

 

The Structure of an Effective Email

Every email should contain five key elements:

1. Subject Line
2. Greeting
3. Content or Explanation
4. Call to Action
5. Close

Keep your emails short and punchy and use concise sentences and paragraphs. Aim for no more than 15 words per sentence and a total email length of 85 words where possible.

 

Addressing Emails

Properly addressing your email ensures it reaches the right audience:

• Send To: Action required from the recipient.
• Copy To: For informational purposes.
• Blind Copy To: For sending to lists or acknowledging without including in future replies.

 

Crafting the Subject Line

Your subject line should:

• Clearly state the purpose.
• Indicate if any action is required.
• Be updated in reply emails to reflect the ongoing conversation.

 

Greeting 

Try to avoid generic openings like “I hope you are well.” Personalise your greeting:

• Focus on the recipient rather than yourself.
• Start with a short sentence.

For example:

• Warm & Fuzzy: “Did you…?” or “Hope you…”
• Connector: “Your colleague…” or “I saw your…”
• Instant Gratification: “Here is…”
• All About Them: “I noticed you…” or “I’d love advice on…”

 

Content or Explanation

The body of the Email should be:

• Accurate and precise.
• Structured around what’s in it for the recipient.
• Clear about whether the email is for information, requires action, or no response.

Use plain language and simple formatting. Always spell check. Focus on one topic and include no more than five points. Take ownership of the message, and plan the next steps.

 

Call to Action

Conclude with a clear call to action:

• Ask for one specific thing.
• Use numbered bullets if multiple actions are required.
• Provide clear, manageable next steps.

 

Be Precise and Give Timeframes

• “Do you prefer A or B?”
• “Are you free at X?”
• “Please email any changes by X.”

Sending Attachments

When including attachments:

• Ensure they are actually attached. (We’ve all forgotten to do this!)
• Use PDFs when possible or clearly state a version. 
• Limit the number of attachments and ensure they are clean copies.

 

Final Tips

Always adhere to legal requirements and GDPR guidelines. Avoid opening unexpected or suspicious emails, especially those with attachments.

By following these guidelines, you can create emails that are not only efficient but also impactful, ensuring your communications are clear, concise, and actionable.

 

Until next time!

 

Jules x