3 keys to writing effective email so employees read and act

A college exam included this nugget in the opening instructions: And the answer to question 14 is b. The professor had concealed this in the middle of the instructions to see if students read them carefully (and to reward those who did). While this might be a practical way to gauge whether anyone read the content, it underscores how easily people miss information- and how important it is for HR to write effective email.

We send dozens of emails each day and receive even more. Are we really getting our key message across? Probably not. According to a 2019 Survey by SlickText on Workplace Communication, almost 40% of respondents claimed to ignore some or all emails from HR.

To help in writing more effective email, here are the keys factors to getting them read and received.

Be brief

Shorter notes are read and acted upon more quickly. According to a 2016 study by Boomerang, emails between 50 and 125 words elicited the highest response rate at around 50%. There was a precipitous drop in response rates for emails over 2,000 words. If possible, keep your emails to a single screen – you are more likely to lose your reader if they have to scroll down. The single screen word count for a phone screen is about 100 words, with 150 being the maximum for an email window on most computer screens.

Don’t belabor a point by adding too many words or statistics. Don’t add a handful of adjectives to every sentence. If you aren’t concise, you may lose your opportunity to communicate anything at all. Most readers don’t have the time or attention span to read paragraph after paragraph of information. If you truly have a lot of information to communicate, include the most critical points in the email and link to FAQs or additional resources for readers to learn more. An email is not the appropriate vehicle for communicating every detail of a new program or process.

Leave room for white space. Skipping lines will make the email appear shorter and create an easier (and more appealing) read. Also, use formatting such as bold, all caps and underline to draw attention to key information like due dates. That way, if the reader is only skimming your email, the most critical information will stand out.

Be straightforward

To write effective email, resist the urge to pepper your communication with words that are overly complex, academic or obscure. As previously reported by Forbes, studies by the U.S. Department of Education show that 54% of adults in the United States have prose literacy below the 6^th grade level. Even if your audience is in the 46% minority, simplicity is key to ensuring your message is digestible. This is not where you showcase your Poet Laureate level work. An easy read is a fast read (and thus a more likely read).

Avoid buzzwords and jargon. A buzzword is usually a technical or trendy word or phrase that adds little meaning but is used to impress laymen.

Jargon is usually obscure and pretentious language.

Buzzwords and jargon will only detract from the effectiveness of your communication. The most readable communications are short, clear, and precise.

Stay out of the FOG. L. J. Rittenhouse coined this phrase in her book Investing Between the Lines to describe “fact-deficient, obfuscating generalities.” She posits that buzzwords and FOG-filled CEO communications serve as a red flag to investors. This fluffy, substance-free writing fills space with empty words reducing visibility to anything material. It can be tempting to hide in the FOG, especially in a negative situation. However, FOG-laden communications lack clarity and cause distrust.

Define the ask

Make the intent of the email clear. One way to do this is by conveying the purpose of the communication in the subject line. Examples:

• ACTION REQUIRED: Enter Performance Goals by August 1^st
• IMPORTANT INFORMATION: New Process for Submitting Time-off Requests, or
• DEADLINE APPROACHING: Tuition Reimbursement Forms Are Due TOMORROW.

In addition to standing out in recipients inboxes, effective email subject lines allow readers to quickly determine whether the email is relevant to them.

Consider how to make it easy for the reader to do what you are asking. For example, if you want team members to read up on the new time-off policy, link directly to a summary document or FAQ and let them know where they can find the full policy document, which will likely go unread. Likewise, if you want a manager to enter performance ratings, succinctly list the to-do steps and link directly to the performance management tool.

Your words are valuable. Make sure they are heard by writing effective email that is brief and to the point. Your readers will thank you.