how to write the perfect email
TRANSCRIPT
How to write the perfect email to VIPs your boss and the whole company
If you have ever stared at the send button terrified to press it
Here are nine simple steps to help smarten up those do or die emails
1. Write the email freestyle: get all your thoughts down first
Don’t add the email addresses yet; you don’t want to send your ramblings by accident
2. Cut (out) the superfluous: obliterate your word count
People have busy lives, get to the poinr; go over every sentence and every word… if it is not essential scrap it
3. Organise the detail: group items that are related
Ask yourself, could this information be presented as a list or a table? Then present it as a list or a table
4. Check your tone: lighten up on the management speak
Research shows that people like to hear from friendly humans
5. Ask for what you want: clearly state your desired outcome
‘Please review and sign off the strategy document by the 21st’
6. Provide all they need: include everything that is referenced
If you mention a previous email or a document, send it
7. Don’t forget the subject line: summarise the purpose of the email
The subject line could be something like: strategy document sign off
Other useful prefixes: For your information, URGENT and No reply needed
8. Check spelling and grammar: send a clean and correct message
You don’t need your boss wondering if you are as sloppy preparing the end of year accounts
9. Send a test email: check that everything works
Test until you can press the send button without fear
How to write the perfect email to VIPs; now get to it ladies
Pauline van Goethem is a communication specialist helping organisations to turn information into easy to consume professional content – contact [email protected]