In today’s global workplace, emails are everywhere. We send them, we receive them—sometimes hundreds a day! For consultants and professionals like you, who are always busy, it is important that your emails are clear and effective. You need to make sure your message is heard, not lost in the "email noise".
So, how can you write English emails that stand out and get the right response?
1. Make your subject line stand out
Think of your subject line as a newspaper headline. It needs to tell the reader exactly what the email is about, quickly. A good subject line makes someone want to open your email.
Instead of a vague subject line like "Meeting", try:
Meeting on q3 sales report: action required by Friday
Stating the content of the email in the subject line saves the reader time. They don’t have to open the email to find out what’s in it, allowing them to quickly prioritise their inbox.
2. Be clear and direct
Professionals with demanding schedules don't have time for long, rambling emails. So, how can you write emails that are clear and direct?
- Get to the point straight away.
- Start with the most important information.
- Use short sentences and simple words.
- Avoid long explanations unless they are really necessary.
For example,
X "I wanted to reach out to you in order to discuss the possibility of reviewing the recent proposal"
√ “Can we discuss the proposal?"
3. Organise your message
Even short emails can be hard to read if they are not organised well.
- Separate different ideas into paragraphs.
- Use bullet points to make lists or key information easy to access.
- Put questions in a numbered list so the reader can answer them one-by-one.
4. Check your English
Errors in spelling or grammar can make you seem less competent, even if your ideas are good. Always read your email carefully before you send it. If possible, ask a colleague to read it too.
Remember, sending effective emails is a big part of standing out. By making your messages clear, direct, and well-organised, you'll create a stronger impression and boost your career.