#1: Assign Tasks in an Email Usin the “3W”
Every action should have a clear Who, What and When.
2: Write the Perfect Subject Line
Summarize your email, use prefix modifiers, and don’t change the subject line unless the subject changes.
3: TL;DR – Write Emails That
are Five Sentences or Less
Know what you really want first, and then get to that point at the top of your email.
4: Break Long Emails into Two Parts
Label the two parts “Quick Summary” and “Details”.
5: Make Your Emails Scannable
Use bullet points, subheadings, white space, highlights and bold text.
6: Show Instead of Tell by
Use them to give someone instructions or to highlight slides in a deck.
7: Spell Out Time Zones,
Dates, and Acronyms
Be very specific and don’t make any assumptions.
8: Use “If…then…” Statements
For increasing accountability, setting expectations, and giving clarity on next steps.
9: Present Options Instead of
Asking Open-Ended Questions
State “Do you think we should do A, B or C?” instead of “What do you think about this?”
10: Re-Read Your Email Once
for a Content Check
Review it for incorrect responses, misquoted dates, or wrong facts.
11: Save Drafts of Repetitive Emails
Use email templates for your weekly and monthly updates to improve communication.
12: Write It Now, Send It Later
Using Delay Delivery
Send emails when they’re most likely to be read.
13: Don’t Reply All (Unless
You Absolutely Have To)
Don’t use reply all when only the original sender needs to read your message.
14: Reply to Questions Inline
List questions on separate lines and use different color fonts.
15: Reply Immediately to
Make your acknowledgements meaningful instead of just saying “Ok”
16: Read the Latest Email on a
Thread Before Responding
Sort by subject line or use conversation threading.
17: Write the Perfect Out-of-
Office (OOO) Auto Reply
Include everything your recipient needs to know while you’re away.
18: Share the Rules of Email Ahead of Time
Set up a short meeting with your team to agree on email best practices.
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