Posted by: episystechpubs | June 22, 2017

Editor’s Corner: Getting to the Point in Emails

Good morning, folks. Let me get right to the point, since that’s the topic of this Editor’s Corner article.

When writing a business email, you need to be brief. Often, the recipient of your email is going to be busy, so you should create a descriptive subject line, and then in the email, after a quick greeting, you should immediately state the reason for your email. Are you responding to a request, asking for assistance, or maybe offering information? Whatever it is, state it outright immediately and clearly.

You can always provide background information and other details later in the email, but the first sentence or two should make clear your reason for writing. How do you do that? Well, before you write, identify your primary message and your key points, and then start your email with that information.

Example

Hi, Bob.

Thanks for your email requesting to be added to the Grigsby distribution list. You will need to get manager approval before I can add you. Please have your manager contact me.

Regards,

Sharon

Remember that, generally, people rush through their emails, so don’t waste time with information they don’t need. And don’t use a lot of unnecessary words—make your email message as short and concise as possible. On the other hand, be sure to include all necessary information. Don’t make the reader rely on his or her memory of a past conversation or email thread. Your email should stand alone—it should be a complete thought or idea.

Finally, please, always run a spell and grammar check, and re-read what you’ve written to make sure it is clear and error free. You might even read it aloud to catch even more mistakes. The recipients of your emails are going to love you for saving them time. Think of all the new friends you’ll make!

Donna Bradley Burcher | Senior Technical Editor | Symitar®

8985 Balboa Ave. | San Diego, CA 92123 | Ph. 619.278.0432 | Extension: 765432

Symitar Technical Publications Writing and Editing Requests

NOTICE: This electronic mail message and any files transmitted with it are intended
exclusively for the individual or entity to which it is addressed. The message,
together with any attachment, may contain confidential and/or privileged information.
Any unauthorized review, use, printing, saving, copying, disclosure or distribution
is strictly prohibited. If you have received this message in error, please
immediately advise the sender by reply email and delete all copies.


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