Email

Writing an email is easy. But writing an email that is effective, educates the person creates interest and gets them to take action is more difficult. Here is a checklist of items to consider when sending out that next client or business correspondence. Details are important!

When do you need to write an email?

1. The content of the communication needs to be documented
2. The recipient is unavailable (by phone, instant messaging or in person), not local or in a different time zone
3. It is not time-sensitive
4. There are multiple recipients who are not co-located or available simultaneously (Read the caution below in Number 3 about broadcasting e-mails)
5. The subject does not require a lot of back and forth discussion

What is my objective in sending this mail?

Is it to inform, persuade, motivate, request action, etc.? Knowing this up front will help you craft an effective e-mail

Write a meaningful subject line

This is one of the most important items on the list. It's important for the initial open, but it's even more important when a client comes back to a post

Keep the message focused and readable

• Put the conclusion first
• Use short sentences and paragraphs
• Bulleted or numbered items make it easy to follow
• Create a bold header for each paragraph
• Create arrows for responses

Include visual elements

• Landing page should include a visual
• Make sure the link is relevant, not 'click here'

Create a clear call to action

• What do you want the readers to do with this information?
• If you're sending to multiple people, who needs to take action?

Identify yourself clearly

Make sure your signature is on every page

Proofread

Spell check is a must. Reread you email

Don't assume privacy

• Emails are viral, consider who else will read your words. Should this be a phone call?
• Distinguish between formal and informal situations