How to communicate clearly with email.

Today’s lesson: How to communicate clearly with email.

Lesson Title

How to communicate clearly with email.

Duration: 60 minutes
Level: Upper intermediate or Advancede

Think first write later

Then think about your message’s audience and what they may need in order for your message to have the intended result.

A good email is all about clarity of message.

In this lesson, we will talk about effective communication.

Think about your message before you write it. First, decide on the purpose of your email and what you expect from your communication. Then think about your message’s audience and what they may need in order for your message to have the intended result. Doing this, you will improve the clarity of your message, if you organize your thoughts before you start writing.

Here are some simple tips to help you effectively communicate.

When communication is effective, it leaves all parties involved satisfied and feeling accomplished. By delivering messages clearly, there is no room for misunderstanding or alteration of messages, which decreases the potential for conflict.

Let’s look at the 7 tips for effective communication.

Tip 1 – It’s important to understand the reasons behind things.

Briefly state your purpose for writing the email in the very beginning of your message. Always know why you are sending the email. Below are some samples of how you may begin an email in various circumstances.

Applying for a job
Dear Hiring Manager,
I hope this finds you well. I’m writing regarding your job posting for the Management Associate role….

Concluding an interview
Hi Aimer,
Thank you for taking the time today to speak with me about the Marketing Associate position. I’m sending you the extra information you asked for, regarding my portfolio…

Planning a meeting
Hello team,
I’m contacting you to set up a meeting to discuss the forthcoming project…

Presenting new team members
Sandra,
Good day to you! I’m writing to introduce you to Raymond Lee, the newest addition to our finance team…

Accepting a job offer
Dear Mason,
Thank you very much for getting back. I’m looking forward to learning more about the offer…

Tip 2 – Be sure to provide the reader with a context for your message.

If you’re asking a question, cut and paste any relevant text (for example, computer error messages, assignment prompts you don’t understand, part of a previous email message, etc.) into the email so that the reader has some frame of reference for your question.

Dear Sam,
Unfortunately, I will have to change our scheduled meeting on the 25th.
Our client sent me the following email.

– – – – – – – – – –
Dear, Jay.
Regarding our meeting tomorrow at lunchtime, I’m unfortunately no longer available to attend due to a clash of schedules. I’m wondering if it’s possible to reschedule our meeting to August 25?
– – – – – – – – – –

Please let me know when you will be available, to present the sales and end of year report.

Regards,
Jay Andrews.

Tip 3 – Communicate facts via email.

Any communication that is primarily factual should be communicated in writing for two important reasons: People only retain a small percentage of facts when they’re communicated verbally. Therefore, having a written record of those facts helps ensure that they don’t get lost when it’s time to make decisions.

These phrases will help you when writing an email.

Opening statement:
I am writing in reply to/in response to your email asking for information about…
I am writing in reply to your request for information regarding…
I am writing to inform you about…
In reply to your query…

Additional information:
I wish to tell you that…
I am pleased to inform you that…
You might also find it useful to know that…
I wish to provide you with…
It might be interesting for you to know that…

Closing paragraph:
I hope that I have been of some assistance to you.
I hope you find this useful …
Please inform me if I can be of any further assistance.
I hope I have answered some of your questions.
Please do not hesitate to contact me if you require/want any further information or assistance.
Do not hesitate to contact me should you require further assistance.
I look forward to being able to help you again in the future.

Tip 4 – State the desired outcome at the end of your message.

State the desired outcome at the end of your message. If you’re requesting a response, let the reader know what type of response you require (e.g., an email reply, possible times for a meeting, a recommendation letter, etc.).

Tip 5 – Be clear when you request something.

If you’re requesting something that has a due date, be sure to highlight that due date or in bold and in a prominent position in your email.
Ending your email with the next step is useful and clear (e.g., “I will follow this email with a phone call on Tuesday,” or “Let’s plan to discuss this further at the meeting on Wednesday.”).

Tip 6 – Keep it simple.

Simplify your messages. If you want to cut through the noise, you need to make your message as simple and easy to digest as possible.

Tip 7 – Format your message.

Remember to format your message so that it is easy to read. Use white space to visually separate paragraphs into separate blocks of text.
Bullet important details so that they are easy to pick out. Highlight critical information such as due dates using bold or italic type.

Remember to use these, 7 tips for effective communication.

Everybody in today’s business world suffers from massive information overload, which creates seemingly endless confusion and stress.

Simplify your messages. If you want to cut through the noise, you need to make your message as simple and easy to digest as possible.

Always know why you are sending the email.
State the purpose of the email.
Give context to the reader.
Communicate facts via email, NOT emotions.
Tell the reader what type of response you require.
Highlight – Due dates and or Deadlines.
Make the email simple and easy to read.

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