The Do’s and Don’ts of Effective Email Communication
Did you know that 74% of business communication happens through email?
And yet isn’t it fascinating we are never actually taught how to write an email that will get opened, read, and responded to?
We're taught how to write five-paragraph essays in school and how to format citations in MLA and APA styles but… those skills are not helpful in the professional world.
If you’ve ever found yourself staring at an inbox full of unread emails or wondering why your emails aren’t getting the responses you need, it’s not your fault. I’m here to help you level up your email communication and start writing emails that work for you.
The Don’ts of Professional Email Communication:
Don’t start your emails with “I hope you’re doing well.”
While this might seem like a polite email opener, it's overused and doesn’t add much value. Instead, personalize your email opener to show genuine interest. Try:
"How have you been since we last connected?"
"It’s been a while! How are things going on your end?"
Don’t leave your email’s goal unclear.
Every email should have a clear purpose. If the recipient isn’t sure why you’re emailing them, they may just hit delete. Always state the goal of your outreach clearly:
“The goal of this email is to recap what we discussed today along with goals, timelines, and next steps.”
"I’m writing to share a quick update on our project timeline and get your input on the next phase."
Don’t skip words of encouragement.
In a world full of unsolicited sales emails and demanding requests, including a little encouragement goes a long way in standing out. Add a personal touch by saying:
“I know this time of year can be busy”
“The last thing I want to do is add another task to you to-do list”
Don’t forget to express gratitude in your closing.
Always end your emails with appreciation. Think of it as a social capital deposit that’ll come in handy when you need something in the future. Try:
“I appreciate your time and help—thank you so much.”
“Thanks again for your support with this project!”
The Do’s of Writing Effective Emails:
Do acknowledge the recipient’s busy schedule.
If your contact has been slow to respond, acknowledging their busy calendar can help keep the conversation warm. You could say:
“I know you’re extremely busy, so thank you for your time in advance.”
“I understand your plate is full—thanks for taking a moment to read this.”
Do remove any negativity or passive aggression.
If an email feels short or the tone feels off, it’s essential to respond with positivity. Always de-escalate with kindness and appreciation:
"I understand this process was frustrating and I appreciate you looking into this for me."
“Not my intent to make this more complicated than it needs to be”
Do be clear and direct when needed.
When you're following up for the nth time, it’s okay to be assertive without sounding pushy. Try:
“I haven’t heard back on this request—could you confirm if it’s still a priority for you?”
“Can you review and respond by tomorrow?”
Do admit your mistakes and show humility.
Mistakes happen—and that’s okay! If you’ve made a mistake, own up to it. A little humility can go a long way in maintaining trust:
“Thanks for bringing this to my attention. We all make mistakes sometimes, and I appreciate your understanding.”
“Apologies for overlooking this. Thanks for your patience while I get it corrected.”
Bonus Email Tips:
When someone is dark or unresponsive...
If you’re not getting responses, it’s time to give them a little grace and show appreciation for their time:
“I know you’re extremely busy, so thank you for your time in advance. I really appreciate your attention to this when you get a chance.”
When you’re tired of “just following up”...
If you’re frustrated by lack of response, it’s okay to be upfront while keeping things professional:
“I haven’t heard back on this request. Is this still a priority for you?”
"Are we still aligned on the next steps for this project?”
When the email tone is short or rude...
When dealing with terse or rude emails, use de-escalation tactics such as…
“Not my intent to…”
“I’m working on resolving…”
“I will get back to you with updates as soon as I can”
Want more email communication tips to help you craft emails that get noticed?
Download my FREE Email Tip Kit to access professional email templates, tips, and tools that will help you improve your communication and get results.
