The body of the email should be direct and informative, and it should contain all relevant information, while keeping your email as short as possible. Avoid adding different topics in your email. If you need to communicate with someone about a number of different topics, think about writing separate emails for each topic. This makes your message clearer, and it allows your correspondent to reply to one topic at a time. Some points to remember:
- Keep It Short and Simple (KISS)
- Use short sentences and clear language (A maximum of about 20 words per sentence, 100 words per paragraph)
- Use spacing and bullet points.
- Give information / instructions or Ask for information.
- Add information into small related topic paragraphs, so that it is easy to read.
- Make sure the flow of your paragraphs are logical.
Consider using sequencing language
Use “emotional” language
I’ll be pleased to help you with this problem.
I appreciate the time you have taken.
I hope I’ll be able to find a solution this week.
I am happy to offer you a discount of 5% in these circumstances.
Use visual language
I can see what you mean.
This is clear to me now.
Your suggestions will help us focus on our joint goals.
Your ideas look good.
Consider emoticons only for informal emails, and only if you have a good relationship with the reader.
:-X no comment
I’m looking forward to hearing you speak English next week 😀
- Avoid excessive use of punctuation or emojis. Exclamation points should not be used too often! As a general rule, try to keep it to one or two per email with colleagues.
- DO NOT USE CAPITAL LETTERS IN AN EMAIL! It sounds like you’re yelling, doesn’t it? 😉 Instead, use Italics, bold or underline your words or phrases, to highlight important points.
- If your email cannot be kept short, use headings. They allow a reader to find information easily. You may underline or put your headings in bold. Here again, add only the needed information.
Date of Delivery / Delivery Timeframe
For more phrases to use in different situations, please see Section 2 “Specific Language”.