Procter & Gamble became famous for its one page memo policy forcing employees to think about what they wanted to say and to focus. This is even more necessary for email considering the time necessary to process their quantity on the inbox as well as the small size of the screens of computers and mobile devices. You can keep you emails short by using a standardized structure:
1) Greeting
Start with a short greeting eventually referring to the last meeting or the subject to the mail. It also is useful to explain the purpose of the mail, such as giving and information or requiring an action or answering to a request. This section should not be longer than 2 lines.
2) Body
This section includes the core information of your mail.
- Use bullet points for each item
- Use headers with number if your mail covers more than one subject
- Keep sentences short. If a sentence becomes longer than 2 lines, split it in two sentences or more.
3) Closing
This area describes the next steps with regards to the matter of the mail as well as a short greeting. The closing also always should include the email signature.
Related articles:
- Best use of email signatures
- Other tips on writing emails
- Write and insist on clear subjects
- Restrict your email time
- Reduce the number of outgoing mails
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Managing email is getting tougher nowadays. We are not only talking about the numbers of emails we have to dealing with but what is our objective. Either you are going to write or to an read an email you must know exactly what are the benefits from it. If not you might waste a lot of your productive time