Guidelines for Crafting Effective Email Communication

Writing emails is one of the most important skills in the business world. It becomes even more significant when dealing with global communication, with people we may never meet, who come from different cultures and backgrounds. Business etiquette helps us bridge these gaps and aids in building a professional and articulate impression. It is important for the recipient to know they can trust us and that it is worth collaborating with us.Professional business emails promote the company, the team, and the employees, and help foster quick cooperation. When communication is good, the company operates efficiently, and projects can move forward, allowing us to achieve the goals we set for ourselves.In this article, I have compiled the most important rules for creating effective communication through emails. I have also included examples that can be used in various situations.

1. An inviting subject line

In today's world, where inboxes are flooded and a lot of information passes before our eyes, it is crucial to capture the recipient's attention so we can convey our messages. Putting thought into the subject line can make a big difference in whether or not our email gets opened.

Your Bookshop Order Delivery Dec 2

Client Report Revisions: Please Review by 4 PM

Expansion Report Extension Requested until Friday

What NOT to do:

A subject line that is too short or too long can cause confusion or give the impression that the email content is unclear, for example:

!urgent

For your review

mportant to know! There are certain words that the algorithm identifies as spam words, which will send your email straight to the spam folder. 
For example:

Sales

Please read

Profits

Reminder

And almost any title with a single word.

2. Differentiation between types of recipients

In Israeli culture, where we often know almost everyone through a first, second, or third-degree connection, communication tends to be casual, direct, and informal. However, in business emails where the recipient is not always familiar to us, the manner of address holds significant importance.
Some may feel that this formal tone comes across as insincere, overly polite, or even condescending, but the business arena is not a casual neighborhood gathering at the local grocery store. Therefore, we must adopt a more "buttoned-up" style of communication. Of course, there may be room to "loosen the tie" a bit later on.

From experience, sensitivity in these areas is crucial, and many times relationships with clients, suppliers, and colleagues are made or broken by these subtleties.How can we identify whether we are in a more formal or more relaxed setting?Situations where it's best to maintain professional-formal communication:

when the receiver is a client 
when the receiver is in a higher position than me  
when the receiver is from a different company 

In such emails, it is customary to address the recipient using salutations such as the following:

.Dear Mr./ Mrs./ Ms./ Dr
To Whom it May Concern

Dear all

Situations where you can "loosen the tie":
when a colleague is also a friend 
when a personal invitation for a social event is attached 

here you can use:

Hello + Name

 Hi + Name 

3. A focused and concise email
   Remember that people today are flooded with messages from all sides—emails, WhatsApp messages, social media. You want to stay focused and deliver your message clearly. The best advice here is to keep it simple.
4. An easy-to-read email
   Use the F-Shaped Pattern technique. Whether we like it or not, we subconsciously scan emails in an "F" pattern before we decide to read them (if at all). Imagine the letter "F"—we read the opening line, then move down a few lines, read another line, and check where the email ends. After this unconscious scanning, we decide whether to read the email in full or not. What to do:

• Make sure to edit.
• Use bullet points - these will highlight the topics you want to emphasize.
• Use bold, italics, and underline to emphasize important messages.
• Use subheadings.

5. Maintaining a professional tone

Avoid using CAPS LOCK as it may come across as "shouting." Remember, emails also convey tone. Additionally, whenever possible, include "Please" and "Thank you" to maintain politeness. It’s also advisable to avoid slang and distinguish between spoken and written language. Refrain from using emojis and excessive exclamation marks or ellipses. Keep in mind that email communication is not the same as social media platforms.
 

6. Ensuring a clear CTA (Call to Action)

At the end of your email, write a separate line specifying exactly what action you want the recipient to take, review, or respond to. The clearer you are, the higher the likelihood your email will receive the desired response.

Examples of unclear messages:

?can you take care of this

Let me know what you think

Examples of clear messages:

?Sarah: can you forward the survey to all staff by Friday at noon, please
.I’d appreciate your feedback on the draft agenda

?...Could you (please)

Additionally, use a different color, bold, or underline to emphasize the key message.

7. Proofread Before Sending

Check if the "tone" expressed in the email represents you. Is there an angry or overly apologetic tone? Are you conveying the message you intended? The email may need proofreading or correction of typos. Try putting yourself in the recipient’s shoes: How will they feel when reading the email? Another way to assess is to ask yourself if you would feel comfortable if the email were projected on a screen during a large meeting.

8. Strict adherence to polite manners

If you have received something from the recipient, remember to thank them for it. For example, if they shared information that helped you, if they assisted you with a particular matter, or even just for reading your email. Examples of polite phrasing:

.I appreciate you taking the time to help me with this project

.I’m delighted to make your acquaintance

.Thank you for your assistance

9. B.L.O.T – Bottom Line On Top 

Assuming your email is lengthy, it's advisable to present the bottom line right at the beginning of the email.

10. A closing line is essential.

It is very important to ensure a respectful closing line appropriate to the recipient.

for example:

Thank you for your time

I look forward to your response

Looking forward to hearing from you soon 

In conclusion, email writing is an important skill that can be learned. Adhering to the guidelines presented here may affect the professional response you receive to your emails and improve your ability to convey your message in a clear and precise manner.