How to Write Better E-mails for Quick Responses

  • There are many times you send and receive emails at work. At times you come across a mail from your colleague and you have read it to the end. Though thoroughly reading through the mail, you still cannot work out what the person wants you to do.

We have all received such emails, where the message is written unclearly. With unclear expectation, you cannot comprehend how to respond to the mail or if your reply is even needed in any way.

It is quite frustrating, however, it leaves you wondering there are chances you are guilty of sending such emails yourself. Every message you send across has a purpose to convey. The emails should have a transparent message. Your message should have an understandable call to action.

Here’s how to write better emails to increase clarity and responses.

Obviously be clear

Be clear in your mind about what are the actions you want the person you are sending the mail to take. If you need approval, or you need the person’s input, or you need answers for a particular doubt.

Present a deadline

Before considering the person as irresponsible, make sure you gave them a deadline for response. Just like you, others are busy and have a pile of emails stuffed in their inboxes. This is the reason why you need to give them a deadline as to by when you are expecting a response from them. Thus, giving the person a chance to prioritize his work and making things easy for you and them as well.

Review your mail

It is important to review your mail so that you do not miss on attaching a file or providing proper links. It is annoying when you are being asked about a file or hyperlink that hasn’t been presented to you in the first place. The person might have to mail back with a query making the complete procedure to delay even further.

Conclude accurately

There are times when you do not get any response from the person. No matter how appropriately your call to action has been presented in the mail. You can provide with a final demand or statement such as that if you are not responded you will move on with the procedure as it is.

This way even if they do not get any response you will not be guilty of proceeding as you did give them an appropriate amount of time and chance for their reply. And you did mention that upon receiving no answer you will proceed anyway.