Writing Effective Emails

Writing: A Challenge

Oral Written
Fact to Face:  Words
 Words
 Voice
 Body Language

Telephone / Teleconference
 Words
 Voice
Contemporary Writing is

READER CENTRIC
( NOT writer centric)
Why is good writing important?

 Good writing ensures that the content is

showcased well
 A poorly written manuscript sends the signal
that
 one does not consider his/her writing worth
improving
 one does not respect the reader enough
WRITING ESSENTIALS

The ‘LESS’ Approach

 LANGUAGE
 ETIQUETTE
 STRUCTURE
 STYLE
STRUCTURE

 Subject Line
( Signal word+ do/know statement)

 Text of the mail

Flow from specific to generic ( Pyramid structure)
Lend to Skimming & Scanning
STYLE
Use expressions/words that are (SAP):
 Specific
 Active
 Positive

Avoid expressions that are (STARP):

 Sexist
 Trite
 Redundant
 Parallel in nature
LANGUAGE

Edit for ( GAS) :

 Grammar
 Appropriateness
 Spellings
ETIQUETTE

 Send only messages that are work related

 If your message is very important, controversial,

confidential, or could easily be misunderstood, use

the telephone or set up a face-to-face meeting
 “Crying wolf”:

Use the “urgent message”notation sparingly.If you

use it often your future messages may be ignored.
 Use of all capital letters suggests “Shouting”

 Use a salutation and a subscription

 Write a subject line

 Use discretion while including names in the To

and Cc list

 Ask for a receipt only if required

THE “WATCH WORDS” RULE

 Write from the reader’s viewpoint

 Aim at specific objectives
 Throw out antiquated expressions
 Choose words that draw pictures
 Have action in your words
THE “WATCH WORDS” RULE

 Write short sentences

 Organize for interest and action
 Remember what you’d say on the telephone
 Develop your vocabulary
 Simplify and spell check
Write…

 To be understood
 To prompt a response
 To convey a positive impression about who
you are and what you do
After you have finished writing, ask
yourself:
 Have I said what I wanted to say?

 Have I said it clearly?

 Have I said it concisely?
 Have I said it in the most effective manner
possible?
Practice is the best of all
instructors ......P. Ovidus
HAPPY WRITING!