On A Personal Note: Structuring Communication for Success

Precise, clear emails elicit quick and high-quality responses from colleagues and clients.

Here are five tips to remember:  

1. Put important key words in the subject line. The subject should clearly state the purpose of the email, and specifically, what you want them to do with your note. Keywords will help your email stand out in your recipient’s inbox and inform the recipient of the desired interaction / response. 

2. Always include a greeting with the recipient’s name. 
“Good afternoon, Tom” will always be better received than just simply Tom, or, worse, no name at all. If it’s a group email, avoid using “Hi All.”

3. Begin each email with a quick synopsis.  It should answer the “who, what, where, when and why”. The synopsis allows readers to quickly digest the announcement, decision, or when the new procedures go into effect – without having to read all the details.

4. Avoid the scroll. Short emails are more effective than long ones. If it does have to be a bit longer, you revert to #2 – and include a synopsis.  

5. You Can Never Write Too Many Personal Thank You Notes: Sometimes, a professional personal note is needed – perhaps a thank you. Do not “text talk” – that means avoid emojis and smiley faces. This could be in the form of an email (or, better yet, a hand-penned thank you note, if you have the recipients physical address). By taking the time to thank someone, you are establishing the value of relationship-building and it’s something your recipient will never forget.