Effective Email Communication Tips
1. Subject lines are headlines
Previously, we have learned about newspaper style writing. A newspaper headline has two functions: It grabs your attention, and it tells you what the article is about, so that you can decide if you want to read further. Same with the email subject lines! Make sure your subject matches the content of your email, so the reader knows exactly what the email is about. It is ridiculous for a newspaper to publish an article without headlines, so don’t ever send an email without a subject line!
Bad Example:
Subject: My Article!
Good Example:
Subject: My fake news article from Oct 5 journalist class
1. Subject lines are headlines
Previously, we have learned about newspaper style writing. A newspaper headline has two functions: It grabs your attention, and it tells you what the article is about, so that you can decide if you want to read further. Same with the email subject lines! Make sure your subject matches the content of your email, so the reader knows exactly what the email is about. It is ridiculous for a newspaper to publish an article without headlines, so don’t ever send an email without a subject line!
Bad Example:
Subject: My Article!
Good Example:
Subject: My fake news article from Oct 5 journalist class
2. Address people appropriately and sign off your name
An email without a proper address looks rude and rushed. When you send out an email, you need to know who your audience is. If you are talking to your friend, you may be casual with a “Hey George,” to start. If you are talking to your teacher, you may start with “Hello Ms. McLean,”
When you finish your email, it is best to sign off with your name and title, so your reader knows exactly who you are.
For example:
George Wu
Your Journalist Training Student –Richmond Hill
3. Specify date, time, location and event
When you are writing an email talking about a specific date, time, or event, you need to make sure the content of your email remind people about it. Lack of any specific information may confuse your reader or make it look like a spam.
Bad Example:
Hello Joanna,
I would like to go to the kite event, please sign me up!
George.
Good Example:
Hello Joanna,
I would like to sign up for the Burlington Kite Festival event on Sunday, June 2, 2013, located at Brant Hills Community Park. I am planning to arrive at 11:00 am. Please let me know if I have got the spot at your earliest convenience.
Thank you.
George Wu.
4. Specify the response you want
Sometimes, you want include a call-to-action at the end of your email, whether it is booking an appointment or asking for advice. You need to be as specific about your request.
Bad Example:
Hello Joanna,
Did you get my article from last week? Please check!
Thanks.
Good Example:
Hello Joanna,
Have you received my article regards to the Zombie Walk in Toronto? I sent it out on Friday, Nov 1st. I would like to know your views on it. Can we talk about it after our next training seminar on Sunday, Nov. 9. Please let me know if this would work.
Thanks,
George.
5. Proofread and edit before you hit send
It is always good to proofread your email before you send, this will avoid simple mistakes. The first place to look is always the name of the recipient. Make sure the names are spelled correctly. Then check your grammar, avoid simple mistakes such as misspelling “there” as “their”.
An email without a proper address looks rude and rushed. When you send out an email, you need to know who your audience is. If you are talking to your friend, you may be casual with a “Hey George,” to start. If you are talking to your teacher, you may start with “Hello Ms. McLean,”
When you finish your email, it is best to sign off with your name and title, so your reader knows exactly who you are.
For example:
George Wu
Your Journalist Training Student –Richmond Hill
3. Specify date, time, location and event
When you are writing an email talking about a specific date, time, or event, you need to make sure the content of your email remind people about it. Lack of any specific information may confuse your reader or make it look like a spam.
Bad Example:
Hello Joanna,
I would like to go to the kite event, please sign me up!
George.
Good Example:
Hello Joanna,
I would like to sign up for the Burlington Kite Festival event on Sunday, June 2, 2013, located at Brant Hills Community Park. I am planning to arrive at 11:00 am. Please let me know if I have got the spot at your earliest convenience.
Thank you.
George Wu.
4. Specify the response you want
Sometimes, you want include a call-to-action at the end of your email, whether it is booking an appointment or asking for advice. You need to be as specific about your request.
Bad Example:
Hello Joanna,
Did you get my article from last week? Please check!
Thanks.
Good Example:
Hello Joanna,
Have you received my article regards to the Zombie Walk in Toronto? I sent it out on Friday, Nov 1st. I would like to know your views on it. Can we talk about it after our next training seminar on Sunday, Nov. 9. Please let me know if this would work.
Thanks,
George.
5. Proofread and edit before you hit send
It is always good to proofread your email before you send, this will avoid simple mistakes. The first place to look is always the name of the recipient. Make sure the names are spelled correctly. Then check your grammar, avoid simple mistakes such as misspelling “there” as “their”.
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