How to Write A Business Email: 4 Easy Steps to Better Communication

3 min read

Have you ever wondered why your e-mails tend to not get the reply you want? Or been told your written communication could use some improvement? Has an e-mail recipient responded to you confused? If yes is the answer to any of the above, then I’ve got just the method for you. It is quick, simple and super powerful, ensuring you send effective e-mails, every time. This method can also be easily shared with that co-worker of yours whose e-mail you still couldn’t decipher after reading it twice. (No need to thank me.)

How to Write a Business E-mail:

Step One: State the most important piece of information or question first, i.e. the main point.

This is one brief sentence that gets the reader’s mind conditioned for what’s to follow AND lets him/her know the purpose of the e-mail right away. This is handy for those individuals that you know only skim read or read the first and last sentence.

Step Two: After starting a new paragraph, add in the supporting details or background information.

Provide enough context for the reader to get a clear idea of the situation. It can be helpful to use examples, graphs, screenshots, etc. Proper punctuation, especially commas, is great for better comprehension. Be detailed but keep in mind you don’t want your e-mail to become a tome. (A necessity for maintaining readership.)

Step Three: Finish by reiterating the main point or question, followed by a plan of action or the action needed.

Re-stating the main point refreshes the reader’s mind and provides a basis for them to begin thinking critically after reading the body of the e-mail. Additionally, if the reader has lost track of the purpose, which usually happens, then it’s restated clearly. This step should also start its own paragraph that is 1- 2 lines.

Step Four: Take 5 seconds to proofread and verify your attachments.

Make sure spelling and grammar are accurate, make sure you kept the contents of your e-mail in-line with your purpose, and that you’ve included the attachments you mentioned, if any. (I always check my attachments again before hitting send. Sending a credit card bill instead of a budget report would be tragic.)