How to Make an Email More Effective

Email is a well-known name for the internet users around the globe and is as old as the internet is. We haven’t seen any replacement for this old guy as yet. Although one can think that the social media apps can be better choice but even then Email has not lost its popularity amongst the masses. Social media accounts do ask an Email address from you to register!

A study conducted by the Radicati Group, a market research firm for technology trends, reveals that employees sent over 112.5 billion business Emails every day. The average Email user is liable to send or receive about 122 work messages daily.

The question arises if I want to interact with my colleagues and clients through Emails but how to make my Email more effective?

We’ll try to sum up the answer with 6 basic ideas how to make an Email more effective and interactive. Just go through the following points one by one:

Emails should be Short and Precise

The life today is very fast, no one has enough spare time to sit and read lengthy Emails. You might have noticed that the length of an Email determines your decision to read the complete Email and send a response or not. So the first tip for you will be to keep your Emails short and precise. Don’t linger here and there, just focus on your key point.

Email scheduler Boomerang published a user email analysis, which highlighted that messages comprising 50 to 125 words are good for getting instant replies. Their response rates are a little higher than 50%. Keeping your emails restricted to three sentences or less helps a lot. Otherwise, why not have a conversation on the phone instead?

Choose an Appropriate Time

Appropriate time matters the most in our daily life as time and tide wait for none. The same goes with the Emails. An analysis conducted by a reputed firm tells us that the Emails sent at the start of working hours and after lunch time got the highest response rate.

This is because people often check their messages immediately after arriving or returning to their work places after breaks. So if you have to send an urgent email, the best time to send it will be early in the morning.

The second tip from us: don’t send emails past 5 or 6 p.m. If you must send them, schedule them for the mornings. People like it when you address them during working hours only.

Think before Replying

A wise man always thinks before he speaks. Why don’t you prefer to wait and think before replying an Email? In fact many of us tempt to immediately reply to every email, especially the urgent ones.

We’ll advise you to hold on to your replies and take your time to think and gather all the information to share with the sender. When you can communicate better with the whole idea fully formed in your mind, draft that email and send it.

The third tip is here: just sit, form your thoughts, connect the dots and then send a reply.

Be Reasonably Expressive

Emails sent by us are the words spoken by us for our colleagues or clients. If we can express our emotions in any form so as the words can do sent through an Email. Try to be expressive enough so that the receiver may understand what you are going to convey.

If your email can contains words like “brilliant” or “bad”, they make your email more expressive while maintaining a professional touch. This essentially implies that you don’t over-do it with unnecessary praise, criticism or aggression.

The fourth tip comes out for you to compose your email with more interesting words that will serve the purpose of being reasonably expressive.

Maintain a “Wait for” Folder

As we talk with any one in our life, it is an emotional feeling to get a reply from the listener in order to be more interactive on the issue. The same comes true with Emails, when you send an Email, you wait for the reply and feel frustrated till the time you get a response.

In order to cater such a condition, it is advised to form a ‘Wait for’ folder in your inbox. Here you can park all your emails that are yet to be followed up by the other party.

This way not only can you keep track of the important emails awaiting a response, but you can also de-clutter your main inbox. This will considerably help you focus on your work.

If you follow the fifth tip, we assure you that you’ll feel much better and keep focus on your main task as well.

Know When An Email isn’t Enough for An Answer

A time comes in our life when we feel that this is the time we should come out of our shell and face anyone in reality. It is very important to recognize such a time on right time.

If you are an office guy or public dealing personality, it’s important for you to recognize the time to get up from your chair and meet the recipient in person. Email isn’t the be all end all tool. It plays a support role at our work. It’s not our work per se.

The sixth and the final tip of today’s talk is that if you require an exhaustive discussion with your colleague, don’t start a chain of emails. The prudent thing is to go over to their work place and talk. Similarly, a phone call will also produce better results in some cases rather than multiple emails.


So what do you think about our tips? If you have any more, do share in the Comment Box below or just click Contact us to have a direct link with us.

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