Email is a very commonly used communication tool in work place and personal life. It is fast and convenient. That’s why it is way too easy to abuse it. I am not a writing expert here, and not even close to it, but I have basic writing skills and common sense (I think it is common sense, but it isn’t obviously…). Several times, I found myself so surprised about how people wrote their emails, not enough information (so I had to write back to ask), or too much information (which I didn’t have to know), or too messy (couldn’t find the point), or too vague (not direct to the point). I don’t want to mention misspelling or grammar mistakes here, those are secondary as I see.

To keep your email clear and try not to waste other people’s time, please:

Think first before you write. Even though you only need to write as simple as a 2 sentences reminder or notice, take a quick 10 seconds to think about what information you will need to include to avoid confusion. Read at least one time before you send out. It is the first step to avoid a lot of back-and-forth.

Add subject line and put keywords. It’s so easy to forget a subject line when you try to send a quick email. Spending 3 seconds to write the subject line with keywords <!–more–> (e.g. “Halloween party photos”, “Amy’s baby shower reminder”, etc.) will save your reader’s time when she selects emails to open and searches the email in the future.

Add hyperlinks if you need to direct your reader to somewhere. Don’t assume your reader know where the information is. Don’t say things like “Find the baby registry on Target and Babiesrus” without adding the link. First, the reader has to search “baby registry on Target” on Google, then click the link, then enter the new mom’s name, then guess who the correct one is if there are several same names there. Rule of the thumb, DON’T make your reader think and do extra stuff. Take the extra step to include the link. Your email will be much appreciated.

Bottom line, keep your email as simple and clear as possible. Don’t make your reader think!