Electronic mail - email has been serving as a popular means of written communication in the modern working environment. Because of that popularity, people are also more easily "bothered". Most of us feel uncomfortable receiving a large number of emails every day - with long, confusing content that could be simpler and to the point, or with a catchy subject line. more meaningful. But what if your email is also one of them? How to get recipients to open your email and read the information you want to convey? Let's look at the suggestions below from experts to help your emails be clearer and attract the attention of recipients. 

TITLE 

Avoid using vague email subject lines like “Notes from Project No. 2 Meeting”. Describe the main idea you want to convey in five words or less: “Final Workflow on Project #2”. If working in a team, team members can also choose a common name or short code for the project like “P2: Final Workflow”. It's important to write an email subject line that's easy to understand, simple, and concise. 

INTONATION 

Write as you speak. Use a casual and conversational tone rather than overly rigid and theoretical sentences. This not only makes your email more friendly and accessible, but also makes the content concise, easy to read and remember. 

ENCOURAGING QUOTES 

Encouraging statements should come naturally after the email's opening greeting (Hello, Hi or Dear). Gentle encouraging words via email will make the atmosphere of the conversation more comfortable, like saying thank you or acknowledging someone's efforts. With requests and suggestions, always say "please". With a job well done, don't forget to add at the end of the email an encouragement "Good job!". 

LIST THE PROBLEM 

Instead of listing dozens of problems that need to be solved, each email should only present one to two problems. If you have too many requests and suggestions in one email, bullet point the brief points. Always remember: each issue needs to be expressed clearly and straight to the point. Specifically, indicate who is responsible for the task and when it needs to be completed. 

FINISHING LINE 

Don't just end your email with a signature. A good conclusion serves two purposes: Summarizing the content set out in the email and leaving the recipient feeling satisfied. “I appreciate your help with this”, “Let me know what you think about this.” It is a reminder that you are waiting for a response to the issues you have raised.

LIMIT THE USE OF EXCLAMATION POINTS AND INTERJECTIONS. 

Many people have the habit of putting a lot of exclamation points after each sentence they write, leading to the email becoming too "emotional" and sometimes making it feel like the writer is giving orders. for readers. You should only use exclamation points when absolutely necessary. If you want to use it, you should only use an exclamation mark once to express excitement and limit expressing loss of control over your emotions. In addition, "interjections" intended to express emotions can cause the recipient to misunderstand the meaning of the email you send. A simple example like “I want this report right away” will make the reader understand that you are extremely angry.