Effective Email Communication

Over and over we have been talking about communication. It is important that we should communicate to achieve goals in an organization.

In addition, it is equally important that sender communicate the message effectively to receiver i.e. the message is correctly understood by the receiver.

One of the types of communication is Written communication.

It is considered that written communication forms like memos, emails, letters etc. are time taking as compared to oral communication.

Importance of effective email:

It is important to write the message properly as there is no facial expression, tone, body language involved unlike nonverbal communication. It is quite easier to understand things with nonverbal modes as compared to written communication.

If messages are not conveyed properly, it will obviously not give desired result. In addition, it may cause annoyance which eventually impacts the business.

Specially, in business where frequent and instant email communication is required, polishing email skill is quite a must.

How to write an effective email:

While writing a mail, few aspects need to be taken into consideration.

Clarity: 

The sender should be clear with the purpose of sending the mail.

Why do we need to send the mail and what we expect from the receiver should be answered before starting the email.

Content: 

Content should be concise. Breakdown the content into sentences and small paragraphs.

Write the message in detail, as you can’t expect the reader to guess and read between the lines.

Empathize with reader, ensure they understand your purpose without putting efforts.

It will help them to respond positively with the required data/actions. 

Never keep action items open. Remind your recipients what is expected from them.

Approach:

Have a friendly approach while writing a mail. Respond rather than reacting to an email. 

Maintain a tone of positivity throughout the email.

Standard Layout: 

Follow standard structure for your emails. It helps to write fast.

· Greeting

· Purpose of the email

· Action Required

· Closure

· Signature

Proof reading: 

Make sure careful proofreading is done for every mail you send out. 

Do away with the unnecessary words, sentences etc.

Conclusion: 

Email is one of the important form of written communication.

Taking few aspects like clarity, proper content, proofreading into consideration while writing an email, can help in effective communication achieving the desired goals.

About Author:

Madhumita Mishra is a consultant in Systems Plus Pvt. Ltd. Within Systems Plus, she actively contributes to the areas of Technology and Information Security. She can be contacted at: madhumita.mishra@spluspl.com