Message Writing for Business Emails

Ever wonder how to properly conduct your emails for different people? The art of message writing can be complicated unless you know who you're talking to. Luckily, there's an easy way to perfect your email message writing with these 3 easy simple steps. 

Step 1: Understand your audience

Typically, your audience consists of one person when writing emails, so you need to investigate who he or she is before you begin your message writing. You should have an idea of his or her position and responsibilities. This will give you an understanding of how much time the receiver can dedicate to your email. Given your findings, determine the length of your message writing based on the receiver's availability. Hence, if you're reaching out to the CEO of a prosperous company, keep it short.

When talking to a manager, it may be best to remove fluff and avoid an introduction and conclusion. Give them the hard facts so they can get to the point, and decide whether it's critical or not. It shows that you're being considerate of your manager's time. In short, email message writing for those in management and C-suite level execs should be short, direct, and to the point!

On the other hand, if you're onboarding a prospective client, your message writing is going to be completely different. You'll want to be more polite and friendly. People do business with people, and showing your availability and kindness can go a long way. This form of message writing will typically be more wordy than when you're writing to a higher level employee.

Step 2 Simplify your message

Simplifying your message is the key to message writing, and important for anyone receiving your message. You always want it to be simplified. Whether you're talking to a prospect or an executive you want to be sure your message is clearly conveyed. Being definitive with your message writing can help you avoid miscommunication. 

If you're not entirely sure of the message you're trying to get across you can't expect the receiver to properly decode the message. If you find that you're not 100% sure of something, it may be a good idea to sit back, and fully absorb all the information you need. By giving yourself the time to fully understand what you're trying to say, it will help anyone receiving your message - better understand it.

Step 3: Personalize your message

Yes, personalize your message! As simple as this part sounds it is actually a critical component of your message writing regardless of the the position of the receiver. You may be thinking, "well, I have their email so of course it will be personalized." And in some cases you'll be right. However, personalization goes further than simply including the receiver's name after hello or good morning. 

This can include your tone of voice and whether or not emojis are appropriate. For example, you may want to be more polite when emailing a your child's teacher or your own professor. Or you may be less polite when speaking with a customer representative who, for some reason, just doesn't understand the issue even though you've explained it a million times. You may even want to include an emoji in your the subject line of your email for your newsletter subscribers. 

Personalizing your message is the fun part of message writing and once you know your audience you're free to get a little creative by finding unique, but appropriate ways to get your message across. If you like this post, share it with your friends who could use it. Also, don't forget to subscribe for more business building tips, tricks, and techniques!

Be Social

Stay up to date