Before you are able to determine how to go about your email, you must first highlight all the objectives behind your correspondence. Example objectives can be:
* To start a long lasting fruitful business relationship
* To obtain information and have the other party cooperate in providing it
* To deliver a message or instruction clearly in a positive manner
* To set a meeting where both parties will look forward to attend
Notice how objectives need to be geared towards a positive outcome. You wouldn’t want people to think of you as a burden. Or dread your emails when they appear in their inbox, would you?
By controlling communication we are able to control outcomes. Nothing feels better than the investment in people, resulting in their utmost cooperation and support.
The first impression
The first few lines of the email will automatically generate a first impression in the recipient’s mind. More often than not, this impression will last for the duration of your relationship with them.
Here are a few questions you may use to guide your opening lines.
* Do I seem enthusiastic?
* Is the introduction powerful and memorable?
* Would it make the reader interested to carry on reading with enthusiasm?
* Do I show more care towards the recipient, or rather my personal agenda?
* Do I address them with respect and care?
Be clear and precise
You may find yourself having to explain complex concepts or a series of events to a recipient. The question is how are you able to deliver the ideas in the most effective way without confusion, ensuring the most efficient response.
Here are a few points that might make all the difference:
* Avoid long paragraphs. It is generally more acceptable, even encouraged to use spacing in emails, simplifying the reading process.
* Highlight important or key words. If the point is in regards to a specific project by a particular department. Use bold text or italics to emphasis points. Using many subtitles and underlined headers can segment the body of the email for easier digestion. The reader should be able to skim the text and understand the gist of the email at a glance.
* Use correct punctuation, a powerful tool in delivering messages as it guides the reader on how they should read and perceive your content.
Ending the email
Is there a specific action you require from the recipient?
Is the nature of the desired action constrained by time?
Would you like them to be enthusiastic about your proposed meeting?
Always end on a positive note. Whether announcing that you look forward to their response or your meeting with them. Encourage their responsiveness and participation for the best possible cooperation.
Investing in people is the heart of teamwork. Teamwork includes every person you exchange objectives and correspondence with.