1. The Subject Line (The Gatekeeper)
Be Specific and Action-Oriented: The subject line should immediately tell the recipient what the email is about and why they should open it.
Bad: "Quick Question"
Good: "Need Approval: Q4 Budget Summary by EOD Tues"
Use Labels: Use short brackets or tags for internal context (e.g., [URGENT], [FYI], [ACTION REQUIRED]).
Keep it Short: Recipients often view emails on mobile devices, so prioritize the first few words.
2. The Body (Clarity & Conciseness)
Lead with the Main Point: Don't bury the lead. State your purpose or request in the very first sentence or paragraph.
Keep it Short: Videos repeatedly stress that emails should be short. If your email is long (e.g., over 200 words or four long paragraphs), it might be better handled by a quick call or a meeting.
Use Scannable Formatting: Make it easy to read quickly:
Use bolding to highlight key names, deadlines, or action items.
Use bullet points or numbered lists for multiple questions or requests.
Keep paragraphs short (1-3 sentences maximum).
One Topic Per Email: If you have two completely different topics, send two separate emails. This makes it easier for the recipient to respond, file, and search later.
Watch the Tone: Since tone is hard to convey in text, read your email out loud before sending. Ensure it sounds polite, professional, and is not easily misinterpreted as abrupt or angry.
3. The Conclusion (Call to Action)
State the Call to Action (CTA): End the email by clearly stating what you need the recipient to do and by when.
Example: "Please reply with your confirmation by 3:00 PM today." or "Let me know when you are available for a 15-minute call."
Professional Closing: Use appropriate sign-offs like "Best regards," "Sincerely," or "Thank you."
4. Review & Etiquette
Proofread: Always check for spelling and grammar errors. (Many videos recommend using automated tools like Grammarly.)
Use CC/BCC Wisely: Only CC people who need to know for context. Avoid "CC-ing for safety" or including large groups unnecessarily, which leads to inbox overload.
Check Attachments: If you mention an attachment, double-check that you actually attached the file before hitting send.
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