8 Best Practices to Help You Master Email Communication

E mail is an integral a part of at the moment’s tradition, each at work and at house. 

Most workers spend vital time studying, responding to, and managing emails. The typical employee spends about 28% of their time managing their inbox. 

Since you commit a lot time and vitality to your inbox, it is vital to get essentially the most out of it. The emails you ship needs to be efficient, environment friendly, and allow you to get the outcomes you need. Let’s check out the e-mail communication finest practices you have to know to get essentially the most out of your inbox.

Why e-mail communication finest practices are vital

First issues first: it’s vital to comply with e-mail communications finest practices with a purpose to: 

  • Strengthen relationships: E mail communication finest practices allow you to higher talk, whether or not by writing extra succinct messages or being extra discerning in who you embody in your emails. Improved communication can result in improved relationships along with your skilled contacts.
  • Enable you to keep organized: When your inbox is a large number, it may be onerous to search out the emails you want, whenever you want them – and it may be straightforward for issues to fall by way of the cracks. By placing the precise construction and finest practices into place, you’ll be able to preserve your inbox higher organized and luxuriate in all the advantages that include it (like a extra streamlined person expertise and fewer time spent looking for particular messages).
  • Enhance productiveness: While you don’t have a transparent, outlined, strategic strategy to e-mail communication, you’ll doubtless waste quite a lot of time navigating and managing your inbox. However with the precise e-mail communication finest practices, you’ll be able to be certain that the time you spend on e-mail is time properly spent – or, in different phrases, time spent productively.
  • Drive outcomes: It doesn’t matter what you’re making an attempt to perform along with your e-mail (like making extra connections, closing enterprise offers, or getting the phrase out about your organization), having a set of finest practices in place to your e-mail communications will allow you to drive outcomes.

Finest practices to up your e-mail recreation

Now that you simply perceive why e-mail communication finest practices are so vital, let’s bounce proper into the practices you have to maximize your e-mail communication – and reap the rewards within the course of:

Outline what you need to say

If you wish to enhance your e-mail communication, the primary follow you’ll need to remember truly occurs earlier than you write a single phrase.

Defining the purpose of your e-mail – and the way you need to talk that time – is crucial. Taking the time to outline your e-mail’s objective earlier than you truly begin writing it provides quite a lot of advantages, together with:

  • Clearer messaging: When you understand what you need to say, the way you need to say it, and the explanation you’re saying it, it’s simpler to translate your ideas into phrases extra clearly, which makes for higher, more practical emails.
  • Higher ends in fewer emails: When you understand your e-mail’s objective, it helps you get proper to the purpose – which may help you get the outcomes you need in fewer messages (no extra limitless back-and-forths!).
  • Much less time spent drafting emails: When you’ve got readability round your e-mail’s objective and content material, you don’t have to spend so much of time enthusiastic about what you need to write, which might reduce on the whole time you spend drafting emails – time you’ll be able to then use for different, extra vital duties.

One of the best ways to outline what you need to say in an e-mail is to ask your self just a few key questions:

  • Why am I scripting this e-mail?
  • What’s the core message I need to convey on this e-mail? 
  • What outcomes do I hope to get from this e-mail?

Answering these questions earlier than you begin writing will be certain that you perceive the purpose and objective of your e-mail, in addition to one of the best ways to get that time and objective throughout.

Alter your voice primarily based in your viewers

Relating to e-mail, not all messages are created equal. If you wish to talk successfully, you have to tailor your emails primarily based in your viewers.

While you write an e-mail, you have to modify the tone and voice primarily based on who you’re sending the e-mail to. For instance, an email to your boss, firm’s CEO or to a possible shopper goes to have a unique voice and tone from an e-mail that you’d ship to your work BFF. 

As you write your e-mail, take into consideration your relationship with the recipient and modify your tone and voice accordingly. For instance, in case you’re emailing a possible shopper, you’d need to use a extra skilled voice and tone, whereas an e-mail to your co-worker might be extra laid-back and informal.

Now, it’s true that you simply’ll need to write a professional email to sure contacts. Nevertheless it’s vital to not go overboard. Emails which can be too skilled or formal can come throughout as insincere or stuffy. As an alternative, write in an approachable, but skilled voice – much like the best way you’ll discuss to the recipient throughout an in-person dialog.

An effective way to gauge whether or not your e-mail’s voice and tone are on level? Learn your e-mail out loud. In case your e-mail doesn’t learn like the best way you’ll discuss to your contact in particular person, revise it till it does.

Use enhancing to your benefit

In an ideal world, you’d have the ability to knock out a flawless e-mail on the primary strive. However we don’t reside in an ideal world – and the reality is, if you wish to ship efficient emails, you’re going to must edit them.


In case your e-mail is filled with punctuation errors, incorrect grammar, and spelling errors, folks may assume that you simply’re careless or lack consideration to element – each of which might damage your skilled fame.

That’s why proofreading each e-mail earlier than you hit ship is an absolute should. Proofreading ensures that no unintended errors make it into your closing draft (or the recipient’s inbox). The excellent news? You don’t must be a grammar knowledgeable to ship completely proofread emails. There are a variety of instruments on the market that can do the proofreading for you, like ProWritingAid or Grammarly.

Simply understand that, whereas these instruments are positively efficient, it’s not exceptional for some enhancing points to slide by way of the cracks, so ensure to offer your e-mail one closing assessment earlier than you hit Ship.


The way in which you format your e-mail is nearly as vital as what you truly write. When an e-mail is formatted incorrectly, it may be onerous for the tip person to learn, and your message can finally be misplaced.

So how must you format your emails?

  • Keep away from massive blocks of textual content. Massive blocks of textual content can really feel visually overwhelming. As an alternative, break textual content down into quick paragraphs, and ensure there’s correct house between these paragraphs.
  • Select the precise font and font measurement. Keep away from any fonts which can be onerous to learn (like graphic or cursive fonts). As an alternative, stick to skilled, easy-to-read fonts (like Arial) and ensure to decide on a font measurement that enables your recipient to simply learn your textual content (11 or 12 is often a protected guess). 
  • Use daring, italics, and underline for emphasis. If there’s a selected level you need to emphasize in your e-mail, name consideration to it by switching up the font type. For instance, you’ll be able to daring, italicize, or underline it.


The final enhancing component you’ll need to think about when drafting emails? Size.

Emails needs to be quick and to the purpose (nobody desires to learn a novel!). Say what you have to say as succinctly as you’ll be able to. When you’ve drafted your e-mail, learn it over and get rid of any additional phrases, filler, or fluff. If you will get your level throughout in fewer phrases, accomplish that.

Write the precise topic line

Earlier than folks learn your e-mail, they’re going to learn your topic line, so that you need to make it possible for topic line truly will get them to learn your full e-mail.

However how do you write a subject line that increases the probability your recipient will open your message?

  • Be particular. Broad topic strains like “Hey” or “Fast query” aren’t going to entice folks to open your e-mail. As an alternative, use your topic line to let folks know what’s truly within the e-mail, like “Obtainable for a gathering at 12pm?” or “Notes from at the moment’s brainstorming session”. That method, they know what to anticipate – and if it’s one thing they care about or that’s time-sensitive, they’ll be extra inclined to open it.
  • Maintain it quick. There’s solely a lot house in an e-mail topic line, and in case your topic line is simply too lengthy, your recipient’s inbox will minimize it off on the finish. That’s why it’s vital to maintain topic strains quick. 
  • Really write it. Of their haste to get an e-mail message out, folks generally overlook to jot down a topic line in any respect. Don’t be that particular person! An e-mail with [no subject] within the topic line is destined to finish up within the Trash folder. So earlier than you ship an e-mail, be sure you’ve included a topic line.

41 characters

or about 7 phrases is the perfect topic line size.

Supply: Marketo

Solely ship emails to vital recipients

One solution to solidify your fame as a horrible e-mail communicator? Carbon copy (CC) everybody you understand on each e-mail. Nobody desires to be bombarded with irrelevant emails, so if you wish to enhance your e-mail communication, solely ship emails to individuals who completely have to obtain them.

Maintain the e-mail chain as small as attainable (ideally to only a prime few, need-to-know folks). Earlier than you CC somebody on an e-mail, ask your self, “does this particular person truly must be included on this e-mail?”. If the reply is sure, think about sending them a message instantly. If the reply isn’t any, don’t CC them. It’s so simple as that.

When you do have to CC folks on an e-mail – notably a big group of individuals – use BCC. That method, you’re not sharing everybody’s contact particulars with the opposite recipients, and also you’re additionally not crowding your recipients’ “to” area with a bunch of e-mail addresses they don’t need or want.

Pause earlier than hitting ship

When you ship an e-mail, you typically can’t get it again. So earlier than you hit the Ship button, take a pause and ensure your e-mail is definitely a message you need to ship out into the world and into your recipient’s inbox. 

Ready to ship an e-mail can forestall you from saying one thing you don’t truly need to say out of frustration – notably if it’s an emotionally or professionally charged e-mail, like reprimanding somebody for a mistake. Pausing earlier than you hit Ship may provide you with some additional time to catch any errors you might have missed in your first spherical of edits and make adjustments as vital.

Relying on what sort of e-mail you’re sending, wait a minimum of 10 minutes after you end writing and enhancing it earlier than you ship it out. If it’s an particularly emotionally charged e-mail, think about giving your self much more time, like an hour and even in a single day. 

The extra time you give your self, the much less doubtless it’s that you simply’ll ship an e-mail that you simply finally want you can take again – and that’s time properly spent.

Give recipients time to reply

While you ship an e-mail, it’s your decision a fast response. However not everyone seems to be connected to their inbox. Earlier than you comply with up (or get aggravated!), give your recipients loads of time to answer your message.

How a lot time? As a rule of thumb, give folks 24 hours to get again to you by way of e-mail. Prolong that time-frame to the subsequent enterprise day in case you ship your e-mail on a Friday or weekend. In case your message is pressing or time-sensitive, think about connecting by way of different communication channels, like sending them a message on Slack or (gasp!) giving them a name on the telephone.

When you’re emailing somebody you talk with frequently, you must also take their normal e-mail response patterns under consideration. 

For instance, if you understand that your colleague typically takes a minimum of two to 3 days to answer non-urgent emails, don’t ship a follow-up e-mail after 24 hours. On the flip facet, in case your boss usually responds to all of their emails inside an hour or so, be at liberty to comply with up in case you haven’t heard again by the subsequent enterprise day.

Be sure your most vital e-mail communications don’t get misplaced in your inbox

You’ll be able to’t be an efficient e-mail communicator in case your emails are consistently getting misplaced in your inbox, which is why getting (and staying!) organized is an absolute should.

Inbox group – which incorporates the whole lot from sorting your vital messages into easy-to-access folders to eliminating pointless emails and making certain pressing emails get your quick consideration – provides a number of advantages.

  • Makes your inbox simpler to navigate. While you prioritize organizing your inbox, you don’t must type by way of lots of of pointless or undesirable emails to search out what you’re searching for. This makes your inbox simpler, and fewer overwhelming, to navigate.
  • Cuts down on the period of time you spend managing your e-mail. When your inbox is organized, once more, it’s simpler to search out what you want, whenever you want it, which might significantly reduce on the time you spend managing your inbox.
  • Ensures no vital emails get misplaced within the shuffle. When you’ve got an organized, streamlined inbox, vital messages are much less prone to slip by way of the cracks.

Are you able to manage your inbox manually? Certain. However there email management software may help you automate the method and make organizing your inbox quick, efficient, and painless – so use it!


With the ability to talk successfully by way of e-mail is an absolute should in at the moment’s skilled world. The proper strategy to e-mail administration may help strengthen skilled relationships, enhance your productiveness and effectivity, and get higher outcomes out of your emails. 

And now that you’ve got these finest practices, you’ve got the whole lot you have to enhance your e-mail communication (and luxuriate in all the advantages that include it).

Don’t get overwhelmed by e-mail. Take management of your inbox and comply with these 15 suggestions that can assist you grasp email management.

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