How to Write a Great Work Email

We've all been on the receiving end of a confusing, frustrating and very unclear work email. These emails usually have a few things in common:

• Way too long

• Overuse colloquialisms

• Poor spelling and grammar

• No clear action or timeline

A bad email might sound something like this:

"Hey Sammy, I thought about whatcha said and theirs defenitely value to doing it that way, but maybe we can do it more like last month's presentation for the big guy. The squiggly line in the middle made it stand out and you know how the bosses like to stick to the usual way so they can read it better. Just think about it and we can chat no rush but I just wanted to let you know before I forget LOL So many meetings today im loosing my mind. Your the best thanks so much"

Your emails can undermine how others perceive you and your level of skill. Yes, it's unfair, but with so much of our interactions over email, it's only logical that we use our regular interactions for a proxy of our coworkers' overall knowledge and skill. If you had received the email above, you'd probably think the sender was scatterbrained and not very bright. Communicating unclearly over email can cause lots of re-work and unnecessary back-and-forth clarifications. So, sit back and take a few extra minutes crafting a great email to maximize your productivity and work reputation.

A great work email generally contains the following:

• Pleasantries - don't be that person and jump right into a barking orders

• Concise language describing your reason for emailing

• Specific and actionable request (and timeline)

• Next steps

Here's how the terrible email example above could be adjusted to be great:

"Hi Sam,

I really liked the new format for the attendance chart that we discussed yesterday - thanks for putting that together. Can you add the vacation day balance info to the chart (from the Feb 4 Team Review deck) and send to Dakota by tomorrow morning?

Thanks,

Alex"

This email is clear, concise and highlights important information for the recipient. Tone is very difficult to glean over email, so using positive language (even if you're giving constructive feedback) helps your reader be more receptive to your request and action it quickly. You'll prevent confusion by being specific about what you're looking for and giving a reasonable time frame to complete it. Lastly, keep it short. If you find that your email is more than a couple of paragraphs, it's probably not a message that should be delivered by email.

Make use of these email tips and you will surely experience a boost in reputation for being a clear communicator.