Have you ever used three or seven email responses when you could have used just one or two? At the end of the day, you felt like you did a lot of communicating but nothing was accomplished. Many people write emails, but don’t know exactly how to write effectively. Whether corresponding with a client or friend, here are some valuable guidelines to follow:

01. Write Concisely

Use fewer words to get the point across faster. By doing this, your reader will be less confused. For example, instead of typing, “When I went down to the store to browse around the store for their sales…” type, “When I went to the store to check out their sales…”. The second is quicker to read, lighter mentally, and gets the same message across. Naturally, our minds don’t like large blocks of text. This will help to minimize the number of words in your emails.

02. Do Not Use Sarcasm

Many people use sarcasm in everyday speech. We say one thing, but mean another. Sarcasm is funny (to most), but should be used sparingly, and really only with close friends. If and when you do use sarcasm, it is a good idea to include a ;) at the end to show that you are just kidding. Unless you are in a bad mood, then forget the ;) . For clarity and your reputation through business emails, it is best to forget the sarcasm.

03. Be Polite

Remember, your reader doesn’t see your facial expressions, body language, hear your voice tone, or know your mood. So write carefully! For example, if you state in your email, “Send that PDF to me,” it could sound like an upset boss who is giving you a stern command. Instead, you could type, “Please send that PDF to me,” or “When you get the time, please send that PDF to me.” Hear the difference?

04. Use Correct Grammar

Oy! This is one that nearly everybody could work on…including myself. :) There are many grammatical mistakes which we could go over here, but this would take up too much space and time. One of the most common grammatical miscommunication mistakes is word order. For example, “The man has three dogs with short, black hair.” Who has short, black hair? What if you meant that the man does…hmm…this needs a word reordering.

05. Using the Right Word

Sometimes using a more accurate word can be less confusing for your reader. This is actually an easy fix: consult your computer’s Thesaurus, use a free online Thesaurus (e.g. thesaurus.dictionary.com), or, as I prefer, use the old-fashioned Thesaurus book.

06. Reading a Received Email

When you receive an email, try to understand exactly what the other person is saying. Look past their bad grammar, clichés, and poorly organized sentences and try to understand their meaning. Also, read their letter as if you were writing it. If you are really unsure about the meaning of a sentence (or even the entire email), ask for clarification; for example, “Is this what you were asking?” Never talk down to your reader or come off as a “know-it-all”. Remember, you are working with them, not against them.

07. Do You Expect a Response?

If you are expecting a response to your email or want your reader to do something (as in visit a website or send a needed file), leave this for your last sentence(s). This way, your reader is left with the feeling that a response is expected from them.

08. Before you Click “Send”

Before clicking the “Send” button, read the email that you just wrote. Take your eyes off of the screen for a couple seconds, clear your head of what you have just written, and then read your freshly written email. Read your email as if you are coming to it for the first time, which is what your reader will be doing. Read the email from their perspective. Make sure that you have answered all of their questions correctly (if you are answering their questions), that all grammar is correct and clear, and that all statements are exactly what you intended to say. Make changes if necessary. You may have to repeat this process two or three times in order to have the best written email possible. Remember, this is all about proper, clear, and accurate communication. No one is a perfect communicator, but we can at least try to be better communicators and get work done quicker and less confusingly. Now, don’t be afraid to finally click the “Send” button.

By following these few, easy steps, your email communication will be better, your clients or friends will be less confused, and you will be seen as even more professional and knowledgeable.