To-the-Point Email Earns Readers

Writing typically takes time. Not anymore. For some strange reason, many people do not consider email “writing.” But clear writing still represents clear thinking?in whatever form: emails, memos, or yard signs. Take a few moments and evaluate your own email messages using the following criteria.

Emphasize the action.
You have three major ways to alert your reader to the action you want: subject lines, action statements upfront in the email, or reminders of the action in closing lines on lengthy emails. When the reader has to hunt for the necessary details or “read between the lines” to assume the action, you’ll likely not get a quick, complete, or appropriate response.

Improve clarity with easy-to-read sentence structure.
To be readable, sentences should average between 15-20 words. If you need a long sentence (for example, one with a list of six items), then follow that long sentence by a short one.

Prefer specific words and phrases to general ones.
It takes no more time to be specific and clear than it does to be general and vague. If you’re unclear and vague about something the first time, chances are you’ll be corresponding about the situation several times before it’s resolved.

Don’t be cryptic and remove the actors.
Because email is a “fast” form of communication, many people tend to drop “actors” in sentences, using fragments instead. The result often omits key information and becomes unclear. “Who does what” is often the most important part of the message.

Select active voice for clarity.
Active voice means that the subject of the sentence does the action of the sentence. Passive voice means that the subject of the sentence receives action and is often used to soften a command, to hedge and cover up who did something, or to focus on the result when the doer of the action is unimportant.

If you find several of the above tips missing from your email messages, start today to put yourself “back on track” with well-written email messages

ARTICLE TAGLINE FOR DIANNA BOOHER

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Author of 42 books (Simon & Schuster/Pocket, Warner, and McGraw-Hill), Dianna Booher, CSP, CPAE, delivers keynotes, breakout sessions, and training on communication and life-balance issues. Her latest books: Speak with Confidence®, Your Signature Life®, Your Signature Work®, E-Writing, and Communicate with Confidence®. For more information on Dianna and her programs, visit www.diannabooher.com or contact her firm, Booher Consultants, Inc., at 800-342-6621

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