Name: How to Write Effective Emails - 6 Tips | Write Better Emails
Uploaded: 2022-09-11T18:00:41.000Z
Duration: 11 min 54 s
Description: Thousands of YouTube videos with English-Chinese subtitles! Now you can learn to understand native speakers, expand your vocabulary, and improve your pronunciation...

hey ambitious professionals it's Linda Raynier  of lindaraynier.com guiding you to a career and  

To-infinitive

life you'll truly enjoy now if you are someone  who seems to struggle with writing really good  

Future simple

clear professional emails at work then this  video is for you because I'm going to share  

with you my six tips on how you can write more  effective emails at work and in general really  

and how to communicate more clearly over email  I'd also like to thank Grammarly for sponsoring  

this video now before I jump into my six tips  I first want to share with you something that  

I think is really useful that'll actually  complement the six tips that I have to share  

with you that helps me to write better emails  and that I know will help you too in terms of  

being more efficient and confident with your  work so the holidays are creeping up in the  

next couple of months and with all the projects  assignments tasks that you're faced with at work  

I'm guessing that a lot of your time is  likely being spent writing writing emails  

writing presentations writing reports and it can  be overwhelming and stressful to make sure that  

not only they're completed at a high quality  but that they're all done on time right so  

I found that in order to be more productive  at work it's really important that you look  

and find tools that you can rely on such as  grammarly to help you to get your work done  

more efficiently so first of all let's talk about  what Grammarly actually is Grammarly is a desktop  

app that offers instant comprehensive suggestions  as you write so for example if you're writing an  

email or you're writing a report and you want to  stand out from your co-workers and you want to  

communicate more effectively when you're writing  those emails reports or presentations then this  

desktop app helps you to get your work done and  more importantly it'll give you confidence that  

whatever you're writing about will sound and look  good and I've actually personally used this tool  

when it comes to writing emails that I send to you  guys and I've used it to write content or scripts  

for videos as well and it's definitely something  that has helped me to become much more productive  

with my work so that I can focus my time on other  things so here's how it works there are currently  

two versions of Grammarly there's the free version  and then there's the premium version so the free  

version to start offers you comprehensive writing  suggestions like I said such as grammar spelling  

and punctuation suggestions and so what that  means is it proofreads your work so that you  

can feel confident that your writing comes across  professionally even with typos like punctuation  

hyphens that sort of thing now Beyond grammar  or spelling or punctuation if you want something  

that'll actually help you to write better in  general for example if you're someone who finds  

yourself having trouble being concise with your  emails or your reports then grammarly premium is  

what you're going to need because it has advanced  features such as the feature that's called The  

Clarity full sentence rewrite where it takes your  convoluted sentences your hard to read sentences  

and it converts it to make sure that your writing  is clear and to the point and it helps you to  

just get through your work quicker for example I  wrote this sample sentence in Grammarly premium  

and then immediately grammarly premium offers  me a suggestion to rewrite my sentence to this  

as you can see grammarly premium helps you to  write better to sound more concise to sound more  

professional and this is definitely something that  I think every ambitious professional needs and  

Grammarly is free to download you can always start  with the free and then upgrade to the premium if  

you find that it's helpful for you it's easy to  integrate it into your daily work and it works  

where you work so if you're working in Google  Docs or if you're preparing an email it'll show  

up and it'll help you to write more effectively  and work more efficiently especially with the  

holiday season coming up and projects piling up on  your plate the best time to get grammarly is right  

now so that you can start clearing through your  work with more Ease work smarter not harder and  

get your work done faster with Grammarly so you  want to sign up for a free account and get 20 off  

grammarly premium the link is on the screen and  all also in the description box down below okay  

so now let's talk about the main topic of this  video and that is how to write more effective  

emails at work Beyond using Grammarly so first  of all when is it appropriate to write an email  

versus approaching someone in person instead these  are the instances where I feel it's appropriate to  

use email and that is when you are confirming or  clarifying facts and or data and you want it in  

black and white so if there's certain numbers that  you want to confirm certain statements that you  

want to make sure that you have in written form  then this is appropriate to ask for over email  

it's also appropriate to ask over email when you  are requesting information spreadsheets documents  

from someone and then it's also appropriate to  use email when you are reaching out to schedule  

an in-person meeting or appointment with someone  now it's not appropriate to use email when there  

are certain instances such as it's a lengthy  discussion and it's a complicated topic that  

you have to talk to that person about it's not  appropriate to write a huge email discussing  

that topic it is better to do that in person  another time where it's inappropriate is if  

there is confidential information that's being  shared you do not want to obviously share any  

information that can be then forwarded to someone  else who shouldn't be looking at that information  

and then finally another inappropriate time to  use email would be if you are upset you're angry  

or you're disappointed any negative emotion that  you're you're feeling towards someone you do not  

want to communicate that over email it is always  best to do that in person and usually after you've  

cooled down a bit okay so now that you're clear  on when it's appropriate to use email versus  

approaching someone in person here are the six  tips let's Jump Right In tip number one is to have  

a short but clear subject heading the best email  subject that you write is one that is directly  

related to the exact topic that you're writing  about for example if you're writing to someone  

about the October performance report then put  that as the subject heading October performance  

report don't write a subject that is unclear or  unrelated to your main topic because it will be  

harder for you and for the other person to find  and retrieve that email later on if you need to  

retrieve information from it and it's also not  helping the person that's receiving the email to  

clearly know what the point of that email is four  part of being a strong performer at work is being  

someone who's a strong communicator and being a  strong Communicator means you have to be clear in  

your communication so your email subject has to  be clear too tip number two is to say hi to the  

person directly by name I know it might sound  obvious but some people when they're writing  

emails they don't even address the person that  they're writing to at all they just jump right  

in and talk about whatever it is that they need  to talk about in terms of email etiquette it's  

important that you say hi to that direct person  that person's name and then lead in with what you  

need to lead in which we'll talk about in the next  tip tip number three is to State your intention or  

purpose at the beginning of your email in order  to write a professional and clear email you need  

to ease someone into whatever request or question  that you have instead of asking them the question  

right up front you want to write a sentence that  would say hi blank okay I just wanted to send  

this to confirm or request or ask about the blank  project or report or topic so right off the bat  

you're telling them that this email is about this  certain request or question rather than asking the  

question after you say that then you can ask  the question I hope that makes sense now tip  

number four is be succinct and organized so when  it comes to being succinct after you've stated  

that you want to ask about this certain topic or  the certain report then go ahead and state your  

question and state it in a very clear way whatever  you're wondering about ask the questions now if  

you happen to have multiple questions or multiple  requests of something then organize your email so  

that it's numbered and include bullet points and  have like a bit of space in between between each  

request or each question this is just so that the  reader whoever it is that you're sending this to  

is going to be able to read it look at it clearly  and they'll be able to organize their response  

accordingly so what I mean is do not write all  of your questions in one long run-on sentence  

now tip number five add your please and thank yous  it is so important that you show your appreciation  

in advance by thanking them at the end of your  email and telling them that you're really looking  

forward to hearing their response so you just  want to make sure that you sound polite and you  

show your gratitude towards the other person  for retrieving certain information for you or  

answering your questions for you just helps with  you the Rapport that you have with that person and  

it helps with your communication and that ties  in with my last tip tip number six which is to  

check your tone what is tone tone is how do you  sound over email when you're reading it out loud  