{"id":71097,"date":"2022-06-29T15:59:00","date_gmt":"2022-06-29T19:59:00","guid":{"rendered":"https:\/\/www.shortform.com\/blog\/?p=71097"},"modified":"2022-07-13T15:57:16","modified_gmt":"2022-07-13T19:57:16","slug":"how-to-write-good-emails","status":"publish","type":"post","link":"https:\/\/www.shortform.com\/blog\/how-to-write-good-emails\/","title":{"rendered":"How to Write Good Emails: Proven Tips for Success"},"content":{"rendered":"\n<p>Do you often write emails? What are some things you should keep in mind when writing a professional email? <\/p>\n\n\n\n<p>Writing emails is an essential skill in the modern-day professional milieu. Most people read dozens of emails a day, so it&#8217;s critical that your emails convey the message with the recipient in mind\u2014consider your goal in writing the email and make it crystal clear to understand what you want them to do with it. <\/p>\n\n\n\n<p>Here&#8217;s how to write good emails every time. <\/p>\n\n\n\n<!--more-->\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-writing-emails\"><strong>Writing Emails<\/strong><\/h2>\n\n\n\n<p>Jay Sullivan, the author of <em>Simply Said,<\/em> writes that there are over 100 billion emails sent every day. To keep yours from ending up in the \u201cunread\u201d pile, he offers the following tips on how to write good emails:<\/p>\n\n\n\n<p><strong>Avoid vague subject lines. <\/strong>Give enough context for what the email is about. For example, instead of \u201cquick question,\u201d say \u201cquestion about the Project XYZ timeline.\u201d If your email thread has morphed into another topic after a lengthy exchange, update the subject line to reflect the current discussion. (Shortform note: As Sullivan says, billions of emails are sent every day. Getting the subject line right can make your email stand out in an overflowing inbox. Aside from being specific, experts recommend <a href=\"https:\/\/www.businessinsider.com\/how-to-write-an-excellent-email-subject-line-2014-3xc\">limiting it to six to eight words<\/a> and putting the most important words in the beginning.)<\/p>\n\n\n\n<p><strong>Know who to name. <\/strong>If you\u2019re writing to three people or fewer, name everyone in your opening greeting. Otherwise, opt for something more general, such as \u201cSales Team.\u201d (Shortform note: Additionally, <a href=\"https:\/\/www.inc.com\/business-insider\/17-email-etiquette-rules-professionals-should-know.html\">don\u2019t shorten people\u2019s names<\/a> (for example, from Gregory to Greg) unless you\u2019re sure that they prefer the nickname.)<\/p>\n\n\n\n<p><strong>Make it easy for the other person. <\/strong>Adhere to Sullivan\u2019s golden rule of focusing on your reader: Make it easy for them by clearly stating requests and deadlines and responding promptly\u2014even if it\u2019s just to acknowledge the email and say you\u2019ll get back to them later. Use polite language, and say \u201cplease\u201d and \u201cthank you\u201d to minimize the chances that your email will be misinterpreted.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td><strong>Respond to Emails Based on the Sender\u2019s Personality<\/strong><br><br>You can take Sullivan\u2019s advice of focusing on the other person even further by identifying an email sender\u2019s communication style and responding accordingly. In <a href=\"https:\/\/shortform.com\/app\/book\/surrounded-by-idiots\"><em>Surrounded by Idiots<\/em><\/a>, Thomas Erikson writes that <a href=\"https:\/\/shortform.com\/app\/book\/surrounded-by-idiots#an-introduction-to-the-colors\">there are four personality types at work<\/a>, and <a href=\"https:\/\/shortform.com\/app\/book\/surrounded-by-idiots\/chapter-5#written-communication\">each one has a distinctive writing style<\/a>:<br><br><strong><a href=\"https:\/\/www.shortform.com\/blog\/red-personality-type\/\">Red personality<\/a>: <\/strong>Driven by the desire to dominate or lead others, red-dominant people send emails that are short and to the point, with no small talk. How to respond: Reply immediately, and keep it brief.<br><br><a href=\"https:\/\/www.shortform.com\/blog\/yellow-personality-type\/\">Yellow personality<\/a>: Driven by the desire to inspire or <a href=\"https:\/\/www.shortform.com\/blog\/how-to-influence-others\/\">influence others<\/a>, yellow-dominant people use animated language, exclamation points, and casual words, and aren\u2019t afraid to show emotions in their message.How to respond: You can take your time, but don\u2019t forget to reply. Use a friendly tone.<br><br><a href=\"https:\/\/www.shortform.com\/blog\/green-personality-type\/\">Green personality<\/a>: This type is driven by the desire for stability or routine and security. While their emails are approachable like the yellows\u2019, green-dominant people are more polished\u2014they pay attention to punctuation and stick to a professional tone without sounding cold. <em>How to respond:<\/em> As with the yellow type, reply with a friendly tone. Show appreciation when appropriate.<br><br><strong><a href=\"https:\/\/www.shortform.com\/blog\/blue-personality-type\/\">Blue personality<\/a>: <\/strong>Driven by the desire to comply, or to do things as they are meant to be done, blue-dominant people tend to do things by the book, so their emails are emotionless, practical, and professional.<em>How to respond:<\/em> Acknowledge that you received the email. Make sure you carefully read the message as well as all the attachments so that you don\u2019t ask questions that have already been covered.<\/td><\/tr><\/tbody><\/table><\/figure>\n","protected":false},"excerpt":{"rendered":"<p>Do you often write emails? What are some things you should keep in mind when writing a professional email? Writing emails is an essential skill in the modern-day professional milieu. Most people read dozens of emails a day, so it&#8217;s critical that your emails convey the message with the recipient in mind\u2014consider your goal in writing the email and make it crystal clear to understand what you want them to do with it. Here&#8217;s how to write good emails every time.<\/p>\n","protected":false},"author":7,"featured_media":29174,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[45,34,30],"tags":[670],"class_list":["post-71097","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business","category-communication","category-work","tag-simply-said","","tg-column-two"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v24.3 (Yoast SEO v24.3) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Write Good Emails: Proven Tips for Success - Shortform Books<\/title>\n<meta name=\"description\" content=\"There are over 100 billion emails sent daily. To keep yours from ending up in the \u201cunread\u201d pile, here are some tips for writing good emails.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.shortform.com\/blog\/how-to-write-good-emails\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Write Good Emails: Proven Tips for Success\" \/>\n<meta property=\"og:description\" content=\"There are over 100 billion emails sent daily. To keep yours from ending up in the \u201cunread\u201d pile, here are some tips for writing good emails.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.shortform.com\/blog\/how-to-write-good-emails\/\" \/>\n<meta property=\"og:site_name\" content=\"Shortform Books\" \/>\n<meta property=\"article:published_time\" content=\"2022-06-29T19:59:00+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2022-07-13T19:57:16+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/s3.amazonaws.com\/wordpress.shortform.com\/blog\/wp-content\/uploads\/2021\/03\/email-office-business-smile-person.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1220\" \/>\n\t<meta property=\"og:image:height\" content=\"650\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Darya Sinusoid\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Darya Sinusoid\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"3 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.shortform.com\/blog\/how-to-write-good-emails\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/how-to-write-good-emails\/\"},\"author\":{\"name\":\"Darya Sinusoid\",\"@id\":\"https:\/\/www.shortform.com\/blog\/#\/schema\/person\/0421cce75bc249b11e2517b3a91f9c46\"},\"headline\":\"How to Write Good Emails: Proven Tips for Success\",\"datePublished\":\"2022-06-29T19:59:00+00:00\",\"dateModified\":\"2022-07-13T19:57:16+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/how-to-write-good-emails\/\"},\"wordCount\":622,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/#organization\"},\"image\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/how-to-write-good-emails\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.shortform.com\/blog\/wp-content\/uploads\/2021\/03\/email-office-business-smile-person.jpg\",\"keywords\":[\"Simply Said\"],\"articleSection\":[\"Business\",\"Communication\",\"Work\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/www.shortform.com\/blog\/how-to-write-good-emails\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.shortform.com\/blog\/how-to-write-good-emails\/\",\"url\":\"https:\/\/www.shortform.com\/blog\/how-to-write-good-emails\/\",\"name\":\"How to Write Good Emails: Proven Tips for Success - Shortform Books\",\"isPartOf\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/how-to-write-good-emails\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/how-to-write-good-emails\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.shortform.com\/blog\/wp-content\/uploads\/2021\/03\/email-office-business-smile-person.jpg\",\"datePublished\":\"2022-06-29T19:59:00+00:00\",\"dateModified\":\"2022-07-13T19:57:16+00:00\",\"description\":\"There are over 100 billion emails sent daily. 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