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9 Tips On Writing Effective Emails To Get What You Want

9 Tips On Writing Effective Emails To Get What You Want

With billions of emails sent each day, it’s not surprising our emails aren’t having the impact we would like. As a form of communication, they’re fast, convenient and accessible to all, but are they effective? They can be if you are willing to follow some simple rules for writing effective emails.

1. Length matters

Regardless of what you say, size matters. We have all been a recipient of a long email, you know the one that makes you sigh even before you start to read it? Putting too much in an email will get a negative reaction from the outset. Keep your email short. If you have a number of subjects to discuss, consider writing a number of emails. It is easier to respond to and deal with one item at a time rather than bombard a person with an inquisition.

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2. Be clear

Get to the point and get there quickly. Let the person know what the email is about in the first sentence; don’t make him or her wait. Getting to the point quickly will hold interest. If there is an action required by the receiver tell him or her that, if a person is clear about what is required he or she will act more quickly.

3. Optimize subject lines

Writing clear subject lines will assist in the clarity required for effective communications. How can you inform the receiver of the content of your email. Think of your subject line like a headline in a newspaper – you have to grab attention fast. Write a subject that has meaning and don’t be afraid to change a subject line if the initial subject of the email is no longer relevant. If an email is going back and forth and the content and relevance changes, change the subject. If you don’t, the receiver may get confused as to context and misinterpret the email.

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4. Don’t send immediately

If you are sending an important email don’t send it immediately after writing. It is wise to take your time and proof-read your email. Alternatively, get someone else to read it for you. If you are writing about a delicate matter, engage someone else’s opinion to ensure the tone of your email is the tone you intend. And don’t forget to consider if an email is the right form of communication at all.

5. Time it right

Always consider timing. This will depend on the goal of your email. You don’t want to get lost in an overloaded inbox. Monday mornings are busy because people are catching up with the previous week. Friday evenings are risky as people leave early for the weekend. Think about the person receiving the email in relation to your subject, when will it suit hime or her to read your content?

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6. Include relevant information

Remember to include all relevant information and links. If you are asking someone to do something for you and you don’t include the links, the likelihood is he or she won’t bother. I regularly receive emails from people who want me to check out their software or their website and they have forgotten to send me the link to their website. People are time-deficient; make it easy for them.

7. Give and take

Don’t only send emails when you are asking for something. Consider the other person. If I only hear from you when you want something I may not respond so well to your requests. Think how you can help others. If you have clients, send them relevant articles or information when you come across it. Keep yourself fresh in their minds. If you want to sell to someone ask first what you can do for them before you ask them to buy from you. Every relationship involves give and take.

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8. Use [EOM]

If you have a short message to send someone consider using only the subject line and [EOM]. [EOM] short for “End of Message.” If you want to tell someone that you received his or her message or that you are clear about what you have to do you could try the following:
SUBJECT: Got your message, I will take care of it [EOM]
This will save the receiver time by not having to open the email. Every second saved adds up to minutes, hours and days that you could be using to do something else.

9. Manage your emails

If you are a person who is not in control of your emails you will likely find that the emails you send are not getting the response you would like. If you don’t reply to other people in a timely manner they will likely not have the respect for you or for your communications that you would like.

In essence, effective emails, like any form of communication should be clear, concise and courteous. Keep these rules in mind when writing your emails and you can’t go wrong.

Featured photo credit: Laptop Stock Image by ChefMattRock via flickr.com

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Ciara Conlon

Productivity coach, speaker, blogger and author of Chaos to Control, a Practical Guide to Getting Things Done

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Last Updated on July 10, 2019

30 Best Procrastination Quotes to Get You Back to Work

30 Best Procrastination Quotes to Get You Back to Work

What do your 3pm fridge raid and perfectly alphabetised bookshelf have in common?

You most likely did both of them when you should have been doing work.

Procrastination is one of the most human behaviours. We’re all guilty of putting off what we know is important from time to time, and it seems the more pressing the task at hand, the better we are at avoiding it.

Sure, it means that every time we have an important deadline we end up with a spotlessly clean house and a completely empty inbox, but the real work gets left until the very last minute and is finished in a frenzy of stress and caffeine.

But we can gain control over procrastination by noticing it as soon as possible and stopping it in its tracks. On the contrary, you know you have a bad habit when you’re aware you’re putting something off, and you continue avoiding it anyway.

To start you off with combating procrastination, here are a few quotes to get you in a motivated frame of mind, because if procrastination has any enemies, it’s motivation to work harder.

A Few Home Truths

    “Never put off till tomorrow what may be done day after tomorrow just as well.”
    ― Mark Twain


    “It is easier to resist at the beginning than at the end.”
    ― Leonardo da Vinci


    “Someday is not a day of the week.”
    ― Janet Dailey


    “Success is not obtained overnight. It comes in instalments; you get a little bit today, a little bit tomorrow until the whole package is given out. The day you procrastinate, you lose that day’s success.”
    ― Israelmore Ayivor


    “The man who waits to know everything is the man who never does anything.”
    ― Craig D. Lounsbrough


    “Procrastination is like going to a fancy restaurant and filling up on bread and not leaving enough room for dinner.”
    ― Richie Norton, The Power of Starting Something Stupid: How to Crush Fear, Make Dreams Happen, and Live without Regret


    “Procrastination is the lazy cousin of fear. When we feel anxiety around an activity, we postpone it.”
    ― Noelle Hancock, My Year with Eleanor


    “Doing things at the last minute reminds us of the importance of doing things at the first minute.”
    ― Matshona Dhliwayo


    “You cannot escape the responsibility of tomorrow by evading it today.”
    ― Abraham Lincoln


    “A day can really slip by when you’re deliberately avoiding what you’re supposed to do.”
    ― Bill Watterson, There’s Treasure Everywhere


    “By what right do I, who have wasted this day, make claims on tomorrow?”
    ― Alain-Fournier, Le Grand Meaulnes


    “If you want to get ahead in life, I’ve found that perhaps the most useless word in the world is “tomorrow.”
    ― José N. Harris


    Some Practical Advice

      “If you get stuck, get away from your desk. Take a walk, take a bath, go to sleep, make a pie, draw, listen to music, meditate, exercise; whatever you do, don’t just stick there scowling at the problem. But don’t make telephone calls or go to a party; if you do, other people’s words will pour in where your lost words should be. Open a gap for them, create a space. Be patient.”
      ― Hilary Mantel


      “Thinking too much leads to paralysis by analysis. It’s important to think things through, but many use thinking as a means of avoiding action.”
      ― Robert Herjavec, The Will To Win: Leading, Competing, Succeeding


      “Only put off until tomorrow what you are willing to die having left undone”
      ― Pablo Picasso


      “It is only by working the rituals, that any significant degree of understanding can develop. If you wait until you are positive you understand all aspects of the ceremony before beginning to work, you will never begin to work.”
      ― Lon Milo DuQuette, The Magick of Aleister Crowley: A Handbook of the Rituals of Thelema


      “Do first what you don’t want to do most.”
      ― Clifford Cohen


      “How often do you find yourself saying, “In a minute”, “I’ll get to it” or “Tomorrow’s good enough” and every other possible excuse in the book? Compare it with how often you decide it’s got to be done, so let’s get on and do it! That should tell you just how serious your procrastinating problem really is.”
      ― Stephen Richards, The Secret of Getting Started: Strategies to Triumph over Procrastination


      “How to stop procrastinating starts with believing you can overcome procrastination.”
      ― Robert Moment, How to Stop Procrastinating


      “Never put things off…you will wake up and find them gone.”
      ― James Jones


      Some Tough Love

        “Do something instead of killing time. Because time is killing you.”
        ― Paulo Coelho, Aleph


        “If you take too long in deciding what to do with your life, you’ll find you’ve done it.”
        ― George Bernard Shaw


        “If you want to get ahead in life, I’ve found that perhaps the most useless word in the world is “tomorrow.”
        ― José N. Harris


        “What is deferred is not avoided.”
        ― Thomas More


        “Inspiration is for amateurs. The rest of us just show up and get to work”
        ― Chuck Close


        “If you always do what is easy and choose the path of least resistance, you never step outside your comfort zone. Great things don’t come from comfort zones.”
        ― Roy Bennett


        “Your ideas have legs and just as they run through your head, they could be running through someone else’s head and it’s just a matter of who gets to the finish line first. Nothing is new under the sun so act on your ideas.”― Sanjo Jendayi


        “You may not be punished for your procrastination, but for sure you will be punished by your procrastination.”
        ― Debasish Mridha


        When You Need Pulling out of Procrastination

          “Time is an equal opportunity employer. Each human being has exactly the same number of hours and minutes every day. Rich people can’t buy more hours. Scientists can’t invent new minutes. And you can’t save time to spend it on another day. Even so, time is amazingly fair and forgiving. No matter how much time you’ve wasted in the past, you still have an entire tomorrow.”
          ― Denis Waitley


          “A year from now you may wish you had started today.”
          ― Karen Lamb


          Print these quotes out, stick them on the wall in front of your desk – do whatever it takes to remember why you shouldn’t be putting your work off, or getting distracted by a desire to rearrange your socks into colour order.

          It won’t be easy, but being aware of how detrimental procrastination is to your longer-term goals is the first step towards overcoming it.

          More Motivational Quotes

          Featured photo credit: Unsplash via unsplash.com

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