You can't afford to send another email that isn't carefully crafted. The problem is, it's hard to know what needs to be done before you hit the "Send" button. We're here to help! Here are six things you should do before sending any email:
Make sure the email has a clear purpose and is relevant to the recipient. If the recipient doesn't find your message relevant, they might not open it or read it. If you have multiple purposes for an email, consider dividing up the content into several emails so that each one has a clear purpose and is related to a specific topic.
This is the first thing you should do before sending an email, but it can also be a good reminder to check this in your editing process. When writing emails, ask yourself: "What will make this person want to read my email?" If nothing does, maybe reconsider how you're approaching them and simplify what's being asked of them.
Use an appropriate tone, considering how formal or informal you want your message to be.
If the email isn't formal and professional, it might be better for an informal or personal conversation. The same goes for when someone needs something from you - do they sound like they are expecting a "yes" answer? In that case, don't give them a "no" option.
Think about how you want the email and your tone to be. What will it elicit in the reader? Do they sound like someone who wants a "yes" answer or more information for their own sake, or are they hoping that you'll offer an option of what not to do?
Include a greeting that makes it clear who you are addressing.
Ideally, you would include a greeting before the body of your email. It could be a formal "Dear" or more casual "Hey." Either way, it's good to make sure that the person knows who they're reading from right off the bat.
This should always be at the top of an email so that when someone reads it, they know who the email is for.
It's important to include a greeting that makes it clear who you are addressing before the body of your message because it can help them understand why you're writing and what kind of tone that should take on. This way, they don't start reading an email only to find out that someone else is the intended recipient.
"Dear _________, I am writing to you because—" You get the idea. It's important to make sure that they know who is sending this email and why it was sent in the first place. That way, they can't be confused about what needs attention or any other questions if you're not clear enough with your message.
Don't write paragraphs of text in one email when you can just send another email with more information if necessary.
Think about what the most important things are. When you're writing an email, don't put in everything that might possibly be relevant to this person or topic. It's better to have a few good points than five mediocre ones because it allows for more attention and time spent reading your message. You can always send another email if there is something else you need to add.
This is a good reminder to not put in more than what's necessary. It can be tempting, especially when you have something eloquent or important to say, but it also might seem too wordy for your recipient who will just skim the message.
Don't put everything into one email that could easily be separated into multiple messages with each one only having a few points. This will allow the reader to spend more time on each part of your email without feeling like it's too much or being unclear about what you're trying to say.
If you are asking for something, make sure there's no "no" response option - people will often say yes out of guilt or politeness.
This is one of the most important parts about asking for help or something in an email. When someone has to say "no" there can be a little bit of guilt involved and it's easy to just say yes because people don't want that feeling. This also might happen if you're being polite when declining, but not quite sure how to say it.
You want to have the most opportunity to win them over, so it's better to have them say "yes" from the get-go.
Give only one answer and make that answer be yes, which will reduce any guilt they might feel about refusing your help.
Double check everything before sending! Even minor typos can make a big difference.
This is the last thing to do before sending your email out - double check everything (even minor typos). You want to be sure that you're not making any mistakes that might change what you intend for it to say, or worse yet, give someone incorrect information. If there are certain things that need editing, it's best to go back and make the edits before sending.
The last thing you want is for your email not to get read because of typos or other mistakes. You deserve a flawless message, so don't let them slip by!
In conclusion, there are a few things to do before sending an email. This will help you avoid any misunderstandings, or having to follow up with a second message. Use these tips in your next email or to help others learn the best way to communicate.