In today’s world, the ability to write an effective email has never been more important, especially for business owners and professionals. With this in mind, here are a few tips for writing more effective emails:

Have a Meaningful Subject Line: It needs to give the reader an idea of what they can expect upon opening the email. Having a subject line that’s unrelated to the email is a recipe for miscommunication and possible disaster. Anything that appears insignificant could very well get lost in the shuffle. A subject line needs to contain information that’s not only important to the reader but interesting as well

Stay Focused: Figure out what your message is and stick to it. If you have several messages, it’s actually better to write several emails. This will ensure that each message has focus, enabling the reader to respond to them (or not) with equal focus.

Also, always begin your email with your most important points. People tend to scan emails and lose interest fairly quickly if the email isn”t relevant.

Play by the Rules: Follow the rules of standard capitalization and spelling. Capitalizing everything is equivalent to shouting, and using all lower case is amateurish at best. Proper capitilzation will be better received.

Also, many people’s email readers aren’t equipped to handle strange fonts or indentions. Use standard fonts such as Times New Roman or Arial. When you begin a new paragraph, try skipping a line rather than tabbing over.

Avoid Spamming and Attachments: Everyone has at least one friend who has sent so many frivolous emails that you no longer even bother to look at his or her messages. Don’t become that person. Attachments aren’t necessarily a bad thing; but if you can fit your message within the body of an email, then you should do so. Attachments take time to download, may carry viruses, and take up space on a recipient’s hard drive. In addition, they don’t always translate, especially if the reader is opening the email on a PDA.

Be Nice: Being overly critical in an email or disciplining via email is tacky and can lead to more trouble. If you have bad news to deliver, it’s better to do it in person, or at least over the telephone.

It’s also important to keep in mind that email is not always confidential. Once you’ve put something in writing, it can be used against you at a later time, potentially even in court!

Proofread, Proofread, Proofread: Regardless of the author, if an email is being sent out on your behalf, it is your responsibility to proofread it. Always make sure what you send out is correct.

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