by Julie Miller
E-mail has become the most important information vehicle today and its usage increases hourly eclipsing other modes of communication. Of course, therein lies the rub. Because writing-and poor business writing specifically-is now on show for all to see, the pandemic of sloppy writing is proliferating at the speed of light! And the cost? Inestimable! Irate clients, passed-over promotions, and damaged reputations are a high price to pay for not taking the cure to remedy your writing ailments. The treatment? Apply these six e-mail writing tips daily.
Six E-mail Writing Tips
1. Get to the point!
Since you have readers with little attention span, always answer this question as you begin writing: My purpose is WHAT so that my reader will do WHAT?
2. Always, always keep your reader in mind.
Ask yourself: Who is my reader and what does he/she need to know? Keep an image of your reader in your mind’s eye. How does the reader feel or think about my topic? Write down six questions the reader might have about your topic.
3. Does your e-mail come full circle?
In other words, if you were to read just your introduction and conclusion, would the reader know what your message is about? Since readers tend to scan e-mails, repeat the focus of your e-mail in the last sentence.
4. Eliminate the Ultimate Weasel Word: There.
As you work to make your writing clearer and simpler, eliminate the word there. There forces you into using passive voice. For example, There is, there was, there are. Your writing will become more concise, clear, and dynamic by removing this “weasel word.” Dull, flat writing wastes time and shows little thought on the part of the writer.
5. Short and sweet is still a good motto.
Unnecessary words clutter your writing and confuse reader. Asking yourself how can I say this more clearly and concisely should trigger your editing. Think the Nifty Fifteen Rule: fifteen words to one sentence.
6. Simple is best.
Remember, you are having a conversation with your reader. You write to inform, persuade, or motivate-not to impress with the depth of your vocabulary. How will you engage readers if they don’t understand?
Dr. Julie Miller, founder of Business Writing That Counts!, is a national consultant and trainer who helps professionals reduce their writing time and produce powerful documents. She and her team of certified trainers work with executives who want to hone their writing skills and professionals who want to advance their careers.
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