3 Steps to Shorten Any Email

October 25, 2017

A long email is likely to get lost in the jumble of other emails, opened and unread or simply glanced over. When crafting an email, keep in mind how the reader would respond to the length, format, and subject of the content. If you were the recipient, how long would you spend reading this email? In order to send a successful email, there are a few key components that universally make for a good format. We've got the three tips to help you make any painfully long email anything but that.

1. Cut out the nonsense

It's great to introduce yourself in an email, but you rarely need more than a sentence or two to do this. Cut out all meaningless chatter, such as a lengthy background story or excessive complimenting of the company/person/etc. to whom you are writing the message. State who you are and how your product or service would benefit the reader. Being brief and blunt are the two best things to keep in mind when crafting an introductory paragraph.

2. Use bullets or numbering when appropriate

It's easiest to highlight the important points you want to carry across by simply bulleting or numbering them. By distinguishing the couple of things the reader needs to be acutely aware of, you distill the information down to the bare minimum. In addition, by placing certain words or phrases in bold, it's much more likely for the reader's eye to be drawn to these and not miss them!

3. Attach key documents

If you refer to certain projects, events, etc. in your email, be sure to attach any information pertinent to them as well. Before sending the email, make sure to think of the things the reader might have questions about and try to answer them as best you can in your original email, to avoid having to go back and forth with the reader. Of course, you will have to explain certain things in depth with those who are interested in learning more, but the easier it is for the reader to get a quick and overall understanding of the topic at hand, the better.

by Kristina Rudic

 
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