Five essential rules for effective emails

Five essential rules for effective emails

It is spring and new energy is in the air again. It makes you want to spring-clean the house, declutter your space and streamline all your processes for a better, lighter life and more efficient work. It is also time to identify your “black holes”; the things that drain time and energy out of your life. I think it is safe for me to assume that one of them is your mailbox, that’s why today I wanted to share with you my 5 tested rules for email writing to help you streamline this common productivity bane. I wrote these rules years ago and I have followed them religiously ever since with a great success.

Here they are:  apply as often as needed and enjoy the effects!

Five essential rules for effective emails

  1. Always know why you are writing and who is going to read it.
    Use clear and compelling subject lines.
    Tailor your message to your audience.
  2. Are you writing to give information? Include all the necessary facts (and nothing more).
    Are you writing to ask for information? Say exactly what you need.
    Are you writing to call for action? Say exactly what you request.
  3. Respect other people’s time and energy. Say only what needs to be said and keep your message succinct and clutter-free.
    Message too long? Make it into an attachment or make a phone call to discuss it.
  4. Remember to be friendly and /or tactful. Yes, also in difficult situations.
  5. Always edit your message and check it for the “Five Cs” before pressing the “send” button:

Only when you answer ‘yes’ to all the Five Cs-questions you are ready to click the send button.

These are my rules for effective email writing. What are yours? Share your tips in the comments below, thank you!


Read more:
Email Etiquette for the Super-Busy
11 Email Etiquette Rules Every Professional Should Know
25 Tips for Perfecting Your E-mail Etiquette – Tips from the experts
18 Suggestions for Better Email Communication and Etiquette

1 Comment

  1. Great article Izabela. I also like to be careful how many people need to be on CC, especially when I reply ... do I really need to reply to all or can I shorten the list of receivers. Thank you for sharing and I am looking forward to read more tips and tricks. Greetings, Désirée

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