Write Better Emails in English — Top 5 Tips

158,554 views ・ 2020-01-15

Speak Confident English


Please double-click on the English subtitles below to play the video.

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Hey,
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it's Annemarie with Speak Confident English and this is exactly where you want
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to be every week to get the confidence you want for your life and work in
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English. Now, of course,
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most of what we do is all about confidence when speaking in English,
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but I also know that every day you're probably writing some emails in English,
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especially if you use English at work.
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And I also know that you want your writing to be easy to understand,
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clear and correct.
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You also want those emails to be easy to write.
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So today we're a hundred percent focused on how to write better emails in
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English and some common mistakes to avoid.
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Let's dive in right away with the first of five tips to write better emails in
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English.
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The first one is always include a greeting and make sure that it's correct,
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whether you're writing to a potential new client for the very first time or a
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colleague that you see every day.
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It is always polite and friendly to start with a greeting.
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Now I know that sometimes those email conversations get really long.
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You might send an email to your colleague to identify a date and a time for your
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next meeting. So you would start that first email with Hey Susan,
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or hi Susan. And then over the next day,
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maybe there are 20 emails back and forth as you try to decide on a date and a
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time. And when that happens,
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it's perfectly appropriate later in that series of emails to stop using a
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greeting. But the very first one should always have one.
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Now before I talk about how to have the correct greeting,
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I've got an insider tip for you.
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I just talked about those long email conversations where you go back and forth.
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In English, we call that an email chain or a chain of emails.
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So again,
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in the first email you should always have a greeting because it's professional,
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polite, and friendly. But as you go through that email chain,
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it's perfectly appropriate to stop using that greeting,
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especially with people you know well.
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Now the second thing about greetings is to make sure that they are correct.
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And what that means is knowing who you're writing to.
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You would be surprised by how many emails I get every week that begin with,
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dear sir. I'm definitely not a sir,
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and what that tells me is the writer has no idea who I am.
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I've got a question for you.
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If you get an email and the greeting is completely wrong,
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how likely are you to read that email or read it carefully?
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You're probably a little less likely to read it or less interested because that
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person has no idea who you are.
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The greeting you use in your email is the first impression your reader has and
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you want that impression to be professional, polite, and friendly. Now,
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if you're not sure about which greetings to use or what words to use,
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I've got a full lesson on that topic.
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I'll share a link in the video and in the notes below the video as well.
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Tip number two is to have the correct level of formality.
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Here's what I mean.
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If you have a colleague that you send an email to three times a week or every
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day,
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you don't want to begin that email with dear Ms. Fowler.
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It's way too formal for someone that you email regularly and when our emails are
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too formal, they show a lot of distance.
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They're cold and unfriendly.
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So we want to be careful about being too formal.
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But you also don't want to be too informal too fast.
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For example, if you're writing an email to a brand new client,
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you probably wouldn't start that email with, Hey, what's up Susan?
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That kind of language is only appropriate for someone you know well someone that
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you feel very close to.
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So it's all about finding that right balance of formality.
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Now I know you might be feeling worried right now about how to avoid being too
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formal and cold and how to avoid being too informal too soon.
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And don't worry, I've got you covered.
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I actually have several lessons that focus on language you should use in emails
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and language that allows you to be polite and friendly in English.
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I'm going to share links to those so that you can watch those as soon as you're
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finished with this one and get the right language for your emails.
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Tip number three is especially important if you're writing emails for work and
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you want to look like a professional, make sure that your grammar,
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punctuation, and spelling are correct.
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This is a challenge for everyone, including native speakers.
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We definitely start typing too fast on the keyboard.
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We don't pay attention, we don't read our emails,
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and sometimes that means there might be a lot of mistakes and those mistakes
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look unprofessional. The more you can reduce those errors,
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the better your emails are.
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And I know that this is an area that's really challenging. Number number one,
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English spelling is a nightmare. And number two,
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I know our grammar is difficult,
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but I have a super easy solution for you and it's free.
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There's an app that I love to use on my computer called Grammarly. In fact,
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my whole team uses it.
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Grammarly is the perfect place for you to copy and paste your email to check
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your grammar, spelling, and punctuation.
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So if you're feeling nervous about your grammar or spelling in an email,
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I'll leave a link to the Grammarly application just below this video.
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It's totally free to use and it will absolutely help you feel more confident
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when you're sending your emails. Now, before I move on to tip four,
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let me give you an example of what an unprofessional email with lots of spelling
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and grammar errors might look like.
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Take a look at this email and see if you can identify some of the problems.
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You should immediately notice that words like I'm or English aren't capitalized
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and in a professional email they absolutely should be.
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You'll also notice that there's no space between the first two sentences and
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that makes it very difficult to read. Again,
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you want a space after the period and the first word of a sentence should
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definitely be capitalized.
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Tip number four for writing better emails in English is to always have a very
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clear subject line.
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I want you to think about your email inbox for a moment and all the different
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emails you have. Which ones are you more likely to read?
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You're probably more likely to read the ones with a clear subject because you
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know exactly what the email is about.
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The other reason clear subject lines are important is emails contain important
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details.
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Have you ever read an email and then three days later you were trying to
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remember where you read that information and you're searching through five or
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six or 27 different emails to find that information?
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Well,
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it's much easier when the subject line is clear and it's connected to the
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information in the email,
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so always make sure your subject lines are very clear.
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Earlier we talked about those long email chains that happen when the
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conversation goes back and forth.
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Sometimes during a long email chain,
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the subject of the conversation changes and that's a great time for you to edit
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or change the subject of the email and that will automatically make it easier
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for people to find the email information they need when they're looking for it
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later. Now, if you're not sure what I mean,
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let me give you a clear example with these two subject lines.
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Number one is question about English.
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Number two is question about dates. For fluency school.
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Which one of those is more specific?
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Definitely the second one.
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I know exactly what this person wants or what information they're looking for,
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and the first email,
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I have no idea what their question might be.
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It could be about English people, English culture,
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English language about grammar, spelling. I have no idea.
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It's very unclear.
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The more specific your subject line is, the better it is for your reader.
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Tip number five for writing better emails in English is to keep your emails
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short and only focus on the most important details.
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This is one of the biggest challenges my students have and it's one of the
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questions I hear the most.
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My students always want to know how they can be more concise in an email.
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To be concise means to give a lot of information in a very clear way without
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using too many words.
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That means we have to be very careful about what we say in the email,
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how many details we provide and what words we use.
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The opposite is when the email is too long with big paragraphs that are
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difficult to read. Let me give you an example. In this sample email,
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I'm showing you the beginning of someone summarizing a meeting that took place.
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As you can immediately see,
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there's one big long paragraph and it's hard to know what the important details
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or information might be in that paragraph.
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I have to be very careful reading it and do it slowly.
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You'll also see that it's very wordy.
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What that means is there are too many words and we actually repeat some words
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again and again. For example, you can see the words meeting discussed,
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adjust multiple times in the email.
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It would be much simpler and better if we only used those words once.
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So let me show you how we can simplify that.
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There's one easy thing that we can do.
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Use bullet points and instead of writing long sentences and full paragraphs,
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identify the most important details and use a bulleted list or a numbered list
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to show that information and the bulleted list makes it much easier for the
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reader to focus on the important information.
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And those are your five tips for writing better emails in English and avoiding
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some common mistakes. Just to recap, those five tips are:
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always have a greeting and make sure it's correct.
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Have the right balance of formality in your email. Make sure your grammar,
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punctuation, and spelling are correct.
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Always use a subject line that is clear and specific.
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And number five, keep your email concise.
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Now before we finish, I have a challenge question for you.
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I want to know what is the best piece of advice you've ever received for writing
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professional emails.
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You might have some advice that is exactly what someone else needs today.
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It's very possible that someone in the Confident English community is stressing
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out about what to write in an email today and you might have the perfect piece
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of advice. So I would love to hear what that is.
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You can share your advice with me just below this video or in the comments of
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the online lesson before I finish. If you found this lesson useful to you,
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I would love to know and you can tell me in three simple ways. Number one,
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give this lesson a thumbs up on YouTube and subscribe to the Speak Confident
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English channel so you never miss. One of my lessons. Number two,
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you can share this with friends and colleagues on Facebook or LinkedIn.
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And number three,
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if you have a friend or a colleague who wants to write better emails in English,
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email them this lesson directly with that, have a fantastic week.
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Thank you so much for joining me and I'll see you next time for your Confident
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English lesson.
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