The Tone

The Tone
  • Often we misrepresent ourselves with an unintended tone.
  • Reread your email for tonal accuracy and politeness.
  • Don't use the word 'you' too much.
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Communication

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Please Excuse Typos
  • Spell Check and proofread your email for common typing errors and spelling mistakes.
  • Don't say 'Please ignore/excuse Typos' as it only sends the message that you don't care.
Attach the Document


Check for the attachment that you mentioned in the email.

Topical Personalisation

If you have seen the person do something like make a speech or win an award, a brief mention or congratulation gives a personified touch to your email, increasing the effectiveness of the task or inquiry.

Writing Effective Emails

Successful people write emails that help achieve the objective while not wasting a single moment of the recipient.

The communication tool only works when your words are worthwhile, accurate and touch the right points effectively.

The Five Ws
  • In an email which has an event or plan, we need to give sufficient and concise information.
  • Answer the five Ws: Who, What, When, Where, and Why, as applicable.
  • This reduces the clutter of back and forth emails, and you respect the time of the recipient.
Be aware of Current Happenings

Email communication can be spruced up with something topical regarding current news in the recipients' region, to create an emotional connection and bridge the electronic gap.

Stick to Facts

Do not exaggerate or say things that are not true. You can simply ask for clarification, without stating anything fictitious.

Share your News

If there is something new or worthwhile happening in your life, like an incoming trip, or an article you wrote, you could update to the recipient. If they happen to have an opportunity, the news you share helps them recall you better.

Don't Start with "I"
"When you start with the word “I,” it sends a message that you are more important than the person that you’re communicating with,” 

Jonathan Tisch

CEO - Loews Hotels

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RELATED IDEAS

  • Studies show that employees spend more than five hours per day reading and replying to emailsWhile it may seem like urgent work, email is not the best kind of work.
  • The open office culture in many big and small companies is not conducive to achieving the state of flow, in which we are creative and productive.

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IDEAS

The value of solid writing skills
  • Being a good writer helps you stand out from the crowd.
  • Repeated writing mistakes affect your reputation and credibility in the future.
  • Your writing is one of the primary mediums in which you will be judged throughout your life.
  • Your writing communicates your thoughts, and it’s important that those thoughts are conveyed in the clearest, most eloquent way possible.
Our Brains Love Stories

Stories engage people visually, auditorily and even cognitively, as they include words, experiences and feelings.

You can use the age-old hook of storytelling as a way to engage your email recipients at office, and present your content in a manner that sets it apart.

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