TOP10 Checklist for Meaningful E-mail Communication

In business communication mastering content of e-mails is essential. Effective e-mail communication not only helps us to reach a particular goal, but also contributes to our effort in leaving the first and lasting impression, maintaining relationship and building reputation.

Most of us receive up to 50 or even 100 e-mails daily and usage of this business communication tool is one of our habits. I have developed my personal checklist of TOP10, that helps me constantly to improve skill of mastering e-mails. It is based on various courses, training, incl. #linkedinlearning, and my practice in communications.

I will be glad if you will find it useful as well.

Key principle (before you even start to think of drafting an e-mail)

First, think of a goal – what is the purpose of your communication (to inform, to influence/request or to meet social expectations)? Afterwards, evaluate whether e-mail is the best tool to use. Probably, the best and more efficient channel is to make a call or grab a coffee and visit a person in another floor/building or have a joint lunch (that is my preferred option). 

1.    Think of recipient

40% of your time should be dedicated for preparation – you think, re-think and plan your typing part. While doing this (in ideal scenario), you should focus on a particular person. If you need an investigation, welcome to check the person`s social media profiles or use search. It is important to be personal and humble.

2.    Clearly stated subject is a king

Have you ever deleted an e-mail without even reading? I am sure you did. It would be disappointing to be deleted just because you don`t grab an attention or seemed irrelevant to the recipient. Make sure your subject line includes the essence of your e-mail, and encourages to read more.

For example: “Call to action and updated info about tomorrow`s meeting at 2 p.m.” or “Partnership with xx on sales campaign in Latvian`s top media”.

3.    Mind a proper salutation

The worst thing that could be done – wrong salutation. I am not referring on etiquette; however, this is crucially important. If the name or surname is misspelled, then all your effort of drafting an e-mail could be useless. Remember two things. First, always try to greet the person by name and/or surname (making sure, it is typed 100% correct!), as personal approach is key and people like reading their name in a greeting. Second, if there is no other option and an approach is general, choose one of these

"Dear Mr./Ms." or "Dear Sir or Madam".

4.    Structure for easy reading

Make sure that your e-mail in based on Plain Language principles – text is reader-friendly: it's clear, straightforward, concise, and precise, making language accessible and easy to understand. Help your reader with navigation. For example, I am using yellow colour to highlight the main text. When thinking of a structure, besides logical and obvious parts of your e-mail – intro, text and closing – make sure you have space between paragraph (I usually say: “There should be space for breathing.”) and use bullet points where possible.

5.    First things first

I would advise to avoid long intro with details and to have less irrelevant information. Start with call to action and a goal of your e-mail, as sometimes person could quit in three seconds. If you are not relevant at the beginning or don`t state you request, it may be unnoticed, if placed at the end.

6.    Mind a grammar

As a grammar freak, I am looking for wrong punctuation and clumsy style everywhere. Of course, not everyone is doing the same, although, I am sure you do not want to leave the impression as careless and uneducated person to those recipients who pay attention to style, grammar and logic. If you have an important e-mail to send, read it several times, read it outload, or even show to someone else.

7.    Signature

Well, don`t forget to have a signature with all your details. It is confusing if you want to reach someone, and a phone number is not there. Remember, that signature may include also your or organization`s message.

 8.    Attachments and recipients

If you are inviting to read more in attached document and it is not there, it will not only increase the number of e-mails, but also will leave a wrong impression. Recently, I was supposed to send a presentation to three people and forgot to attach it. Fortunately, recipients were polite and responded me individually, not to everyone on TO line. It took time to respond to everyone and send a file. Besides, don`t forget people who should be there on CC, therefore avoiding forwarding of e-mail back and forth.  

9.    Edit, edit, edit

40% of your time should be spent for editing. Sometimes the first draft completely differs from the last one. When edit, check all tips above – salutation, structure, clarity, grammar, and plain language. Make sure you are happy and proud with the result.  

10. 1 min delay could save the day

As I wrote in my recent LinkedIn post, my #lifehack for 10+ years is that – after I press "Send", my e-mail for one minute is stored in "Outbox" and I have access to it. This gives me a liberty to open an email for editing or review, for attaching missing files (was not helpful in my example in No. 8) or adding missing people on CC or BCC line.

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I am sure that you knew it all and hope it will serve you as a nice reminder.

 #communications #businesscommunications #advice