Creating Great Emails

2. Layout, Spaces and Lists

Use Whitespace

Quite simply, whitespace is the space between lines.

Consider the following:

Hi John,

I need you to send the monthly report before next Monday. This is because next Monday is a national holiday.

Compared to:

Hi John,

Next Monday is a national holiday.

So I need you to send the monthly report before next Monday.

There are two pieces of information the reader needs to be aware of in the two Emails, but the second Email is much easier to read.

Use Lists Whenever Possible

I love lists and so should you. Lists make information much easier for readers to understand and so respond correctly.

Consider the following:

1st Version:

I need you to do three things. First, please send the report by this Friday. Second, please come to the meeting next Monday on the 5th and finally, don’t forget to send me an Email about your progress on your current project.

2nd Version:

I need you to do three things:

1. Please send the report by this Friday.

2. Please come to the meeting next Monday on the 5th.

3. Don’t forget to send me an Email about your progress on your current project.

Obviously, the second version is far easier to read.

In addition, the reader knows far more easily what he/she needs to do and that there are three things he/she needs to do.

The complex world of business Emails, how do you write, high-quality, easy to understand Emails that improve your efficiency and the overall efficiency of your company?

This book shows you how to write great Emails with the minimum of effort by following a few simple rules.

1. Style - Basic Rules of Emails

Writing is For The Reader

Every Email you write is for the reader, not for you.

If you write a good Email that is easy to read and understand, the reader is more likely to respond more quickly and correctly.

Email Has Simple Rules

There are very simple rules for how to structure Emails. This is covered in Part 2.

Email Is Speaking On Paper

The way we talk to each other in a casual way, is the way you should write Emails.

You can write in formal style as above, but always use simple words, basically the way we talk.

The acronym K.I.S.S. Which stands for "Keep It Simple, Stupid”.

Applied to Email (and conversations) it means don’t use complex words, phrases or idioms, just use simple ones.

If Unsure - Be More Formal Than Casual

Between the two styles, if you are unsure use formal language, especially if you are communicating with someone for the first time.

Best Regards,

Best regards is the best phrase to use in nearly all your emails.

Best regards can be changed to be very warm, for example in very close situations. There are three main forms of this:

1. Best regards,

Best regards,

Is used in most business situations. This is quite formal.

2. Very best regards,

Very best regards,

Is used in all situations where the relationship between the people is very friendly.

3. Regards,

Regards,

Is quite casual, it can be used with close friends, but be careful using it in formal Emails.

In formal Emails, Best regards, or Very best regards, are far better.

Note: Kind regards,

Kind regards,

Kind regards is usually best used in condolences, when writing about someone who is ill or has died.

The complex world of business Emails, how do you write, high-quality, easy to understand Emails that improve your efficiency and the overall efficiency of your company?

This book shows you how to write great Emails with the minimum of effort by following a few simple rules.

Below are two sample chapters.

1. Style - Basic Rules of Emails

Writing is For The Reader

Every Email you write is for the reader, not for you.

If you write a good Email that is easy to read and understand, the reader is more likely to respond more quickly and correctly.

Email Has Simple Rules

There are very simple rules for how to structure Emails. This is covered in Part 2.

Email Is Speaking On Paper

The way we talk to each other in a casual way, is the way you should write Emails.

You can write in formal style as above, but always use simple words, basically the way we talk.

The acronym K.I.S.S. Which stands for "Keep It Simple, Stupid”.

Applied to Email (and conversations) it means don’t use complex words, phrases or idioms, just use simple ones.

If Unsure - Be More Formal Than Casual

Between the two styles, if you are unsure use formal language, especially if you are communicating with someone for the first time.

Best Regards,

Best regards is the best phrase to use in nearly all your emails.

Best regards can be changed to be very warm, for example in very close situations. There are three main forms of this:

1. Best regards,

Best regards,

Is used in most business situations. This is quite formal.

2. Very best regards,

Very best regards,

Is used in all situations where the relationship between the people is very friendly.

3. Regards,

Regards,

Is quite casual, it can be used with close friends, but be careful using it in formal Emails.

In formal Emails, Best regards, or Very best regards, are far better.

Note: Kind regards,

Kind regards,

Kind regards is usually best used in condolences, when writing about someone who is ill or has died.

2. Layout, Spaces and Lists

Use Whitespace

Quite simply, whitespace is the space between lines.

Consider the following:

Hi John,

I need you to send the monthly report before next Monday. This is because next Monday is a national holiday.

Compared to:

Hi John,

Next Monday is a national holiday.

So I need you to send the monthly report before next Monday.

There are two pieces of information the reader needs to be aware of in the two Emails, but the second Email is much easier to read.

Use Lists Whenever Possible

I love lists and so should you. Lists make information much easier for readers to understand and so respond correctly.

Consider the following:

1st Version:

2nd Version:

I need you to do three things:

1. Please send the report by this Friday.

2. Please come to the meeting next Monday on the 5th.

3. Don’t forget to send me an Email about your progress on your current project.

Obviously, the second version is far easier to read.

In addition, the reader knows far more easily what he/she needs to do and that there are three things he/she needs to do.