# Better emails #permanentnote ## Source - [[Training - write better emails]] ## Keywords (topics and howto) - [[topic - communicate effectively]] - [[topic - leading and managing]] - [[topic - negotiation and sales]] - [[topic - information management]] - [[topic - mentoring, advising and coaching]] - [[how to be a better writer]] - [[how to be a better seller]] - [[how to be a better leader]] ## Relevant notes - [[zt - communication techniques]] email is one - [[zt - powerful meetings]] have shared techniques - [[zt - first drafts suck]] applies also to emails - [[zt - writing style guide]] to be used if needed - [[zt - avoiding common biases]] as they also apply to writing ## Notes ### Always important - Get to the point fast - make it explicit - spell it out ### Subject - Summarise email - help with retrieval - use the three w - what, who, when from - use prefixes urgent, important, FYI - if all the content is in the subject use EOM (End of Mail) ### 5 sentence email - Before sending, make sure have an answer for "What do I want the receipient to do or know?" - Get to the point immediately - highlight a lack of required response or action ### Long email - divide it in two parts - Quick summary - 5 sentence or less - Detail: additional info, include info already in summary. The objective is to add colour and details ### Use IF...THEN writing - to provide **clarity**: If you cannot then … - explain **assumptions**: if you mean … then …, otherwise, if … then ... - **accountability**: if I don’t hear from you before … then I will consider it good - **reminder**: if you don’t hear from me on … then send me a reminder. ### Avoid mistakes - Spell out acronyms - Reread your entire email to avoid stupid errors - check you really reply to the questions asked and be specific - You can use deplay deliery to make sure things are received during working hours or as reminders - cc yourself to verify the emails are sent ### Easy reading - scannable - Use bullet points -> actions/questions - use subheading & white space - highlight and bold ### make it simple for the other side - Don’t end emails with open-ended questions, propose options - Don’t say when we should meet -> give options ### Show don’t tell - [[zt - show don't tell]] - Use screenshot - I recommend [[Snagit]] - saves time - easier for the receipient - easy to implement - reduce misscommunications ### Reply All - unicast personal emails - Mention when you add or remove people at the beginning of the email and why. - Put a summary of the discussion - State when you want people to use or not Reply All ### Reply to questions inline - use a different colour - copy/paste the question in your email and provide the answer - separate the questions if the sender has not done it