Ever write up and send an important email—just to then reread it and notice multiple errors?

 

Now I've sent many emails in my time—all in different situations and with different people—yet this unfortunate incident has even happened to me.  Maybe it has to you too?

 

We, as students, are always emailing our professors, job recruiters, etc.—and will continue to do so as we make the transition into becoming young professionals. 

 

In fact, according to Procurious, a website that develops software for marketing, our communication future is the following:

 

"86 of professionals prefer to use email when communicating for business purposes (Hubspot, 2017)."

 

So, the following 4 points will help you avoid any mistakes and be successful via email:

 

1. Make sure your subject lines are brief but comprehensive.  You don't want your email to get lost in someone's inbox, right?  In addition, you want to be concise with your email, as Don Shortslef, a writing educator for Duke, says, via Duke Today:

 

"Avoid using emojis, all caps and vague one-word subject lines like 'Wednesday' or 'Meeting.'  Be specific with messages like 'Friday editorial meeting.'"

 

Therefore, make sure you have a clear subject line (so recipients will be able to find the message).  After all, if, for example, a fellow student is searching through their inbox to find your specific email, they should be able to find it from the subject line.

 

2. Always use meaningful subject lines.  When it comes to subject lines—they have to be worthwhile.  They're going to the first thing that the receiver of your email will see—so, they should project the crux of your message that you want the reader to take away.  The writing center at the University of North Carolina at Chapel Hill (UNC) conveys this point with an excellent example, saying that "Email subject lines are like newspaper headlines."  Thus, meaning that the subject line should (1) grab the reader's attention and (2) give them knowledge of what your email is generally going to be about. 

 

 

"Email subject lines are like newspaper headlines,"

 

The Writing Center, UNC

 

 

 

 

Wikia.com

 

3. This cannot be said enough: Proofread your email many times before sending.  I spoke of the aforementioned event of sending out an email (with great importance to it), rereading it afterward, and then noticing various errors—this is a greatly embarrassing thing to do and hurts your reputation.  After all, what does this say of you, the writer, to send in an error-ridden message to someone?  It doesn't say much, that's for sure. 

 

To avoid this, you should (1) Know that spell checkers only go so far—they might catch a few typos, but the bulk of your writing is on you and you alone. (2) Reread your emails—do this multiple time, but not all at once—after rereading it once you should take a couple of minutes off (walk around if needed) then come back to reread it once more.  This helps because it clears your mind and you can come back fresh.  Lastly, (3) get a friend/close associate to read your email—this helps you get some feedback about your email. 

 

4.  Keep your message short and focused.  Don’t trail off and send a text-heavy email—keep your email’s subject short, sweet and to the point.  The person(s) who receive your message don’t have all day to read it (they have other things to do)—“No one has the time to read a 10-paragraph email, so don’t send it,” as a blog post from Goodwin College of Drexel University puts it. 

 

To help focus your message, you should be direct (don’t engage in small talk)—be clear when writing your subject.  In addition, write short paragraphs that are separated via blank lines.  It doesn’t look good to have big, bulky blocks of texts, no one likes to see that—some even could find it intimidating—so keep it short with separation. (Jerz’s Literacy Weblog, 2017).

 

Well, we here we are!  We’re at the end of my tips where you gained the knowledge to write effective emails—especially having meaningful/pithy subject lines, don’t trail off/stay focused, and to always proofread!  Using your newly aforementioned gained knowledge will result in successful, professional communications with anyone you come into contact with.  Remember/use the tips and good luck to you!

 

 

The following links are additional resources on writing effective emails:

• Emails Tips: Top 10 Strategies for Writing Effective Email

• 5 Tips for Effective Emails

• 12 Tips for Writing Effective Emails

• Effective Email Communication

• The Ultimate List of Marketing Statistics for 2018

 

If you used these tips to your success or want to share some tips of your own, please email me at merrillmr2@vcu.edu.