Are you a bore?

How many times have you smiled while reading an email. It's usually with a frown that we read emails because they are just tasks that need to be done. I regularly interact with one of my clients with whom I share a very good rapport, and the emails are a testimony to it. She writes just as she would speak, and I like to read the easy flow of thoughts captured so neatly in a structured way. It takes a little effort to do that, and to make sure your email is not just another chore for the reader.

Here are a five tips that will help you write like you are speaking to the person:

1. Be conversational. Avoid writing sentences like 'Attached with this email...'. You can try changing this to 'I am sending you...'. Keep the tone friendly and formal.

2. Don't be pompous. Use simple words that can be easily understood by your reader.

3. Use the reader's name if you need to build rapport. It personalizes your email. But, at the same time never overuse the reader's name. This will taste like adding too much sugar in your coffee.

4. If you are responding an email the second time, there is no need to address the reader again. Just continue as if you are speaking.

Example: Yes, Anita. The report will be ready by Wednesday for review.

Regards
Sharmila

So, there is no need to start with 'Dear Anita' again.

5. Use positive words like, 'Sure, we can go ahead', 'This sounds good', 'We appreciate your efforts', etc...

The best thing is that you will receive responses the way you write!