5 Tips for Writing Long Emails That Recipients Can Read

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5 Tips for Writing Long Emails That Recipients Can Read

Long emails to customers and employees are usually frowned upon. However, there are situations when a long update or review is all that is required.

In such situation, you’ll want to do yourself and the receiver a favor by getting directly to the point and avoiding long paragraphs of material.

In this post, we’ll go through several techniques you can use to make lengthy emails more legible and simpler to react to.

1. Use Bullet Points to Summarize

One of the most important things to remember while drafting a lengthy email is that the receiver will most likely scan it. They may overlook critical information or queries as a result of just having too much to read.

When drafting a lengthy email, make it simple for the receiver to scan through while still finding the main takeaways—in other words, be specific in your communications. That way, they receive the information they need while you get a more deliberate response.

Each of the suggestions in this article will help you create a more skimmable, to-the-point email, particularly if you include bullet points.

Writing information in point form does not preclude you from being conversational. You may also be in other portions of your email, such as the greeting and the signature. However, breaking down the material into points can help you get your argument out fast and efficiently.

Instead of adding every detail, choose the most important information from your message and avoid becoming wordy. The addressee does not need a play-by-play of each issue; just the key elements are required.

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2. Use Bold for Important Points

It is unprofessional to use all capitals in an email. With some minor bolding, you can point your reader in the proper path. Of course, you don’t want to do this for everything, but if there’s anything specific you want them to notice, such as a date, reminder, or activity, bold it.

The sample simply utilizes bold for the headings and two words that the sender wants the reader to act on—looking for further information in the meeting minutes and not missing a meeting. These are more likely to capture his attention if he’s scanning the email, and he may read the remainder for context.

Because it’s merely a little shift in text, the receiver is less likely to think you’re yelling, as they may with full capitals.

3. Break the Email Into Topics With Headings

Adding heads to your emails may seem like you’re delivering a book to your recipient, but that doesn’t mean you have to include a lot of content beneath each one. This just expedites their reading of the email if they are seeking for certain information or need to refer to it later.

You may place space between each segment by writing the title in bold and utilizing line breaks between each section, just like any other document.

Using headers is useful if you want to address numerous subjects that don’t need separate emails, such as a daily summary or a progress report.

4. Use Different Formatting for Quotes

If you must communicate material precisely as written by someone else, make minor adjustments to the layout to help distinguish it from your own story. This eliminates any doubt about where your message finishes and the other starts.

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Of course, quotation marks might work, but if you already have a lot of material before and after, it could result in a lengthy paragraph that’s less appealing to read and more difficult to extract information from at a look.

Another thing to keep in mind when formatting text in emails is to avoid using numerous fonts and colors, since this may make an email seem unprofessional.

5. Save Questions Until the End

Have you ever asked many questions in an email and only received responses to around half of them? Even in the smallest emails or texts, this may occur.

Save your questions until the conclusion and make them brief and to the point. This not only helps the reader notice them, but it also helps them remember what you’ve asked along the way since you’re not offering any additional information thereafter.

Furthermore, they may provide you a response that clearly answers the questions you asked in the order you asked them.

Consider all of the emails, texts, messages, and digital media that you are exposed to on a daily basis. It’s easy to get sidetracked by email overload or to have one piece of information stand out above the rest.

This additional advice applies to all emails in general. By being particular in your subject line, you aid the receiver in many ways: they’ll know exactly what it’s about, they’ll be able to prioritize it, and they’ll be able to locate it again later if they need to refer to it.

To indicate the sort of email, you might use terms like follow up, query, reminder, update, or report. If you’re talking about a particular meeting or project, provide the name. Include the date if it’s a repeating email.

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Sending an email with the subject follow up alone doesn’t make it seem particularly clickable or essential, especially when your recipient’s inbox may already include a few emails with the same title.

You may even let others know in the subject line whether your letter is urgent, but only for situations that really are.

Communication Is Key

While some may advise against sending lengthy emails, there are instances when you just must. The finest thing you can do for your receiver is to keep it brief and easy to read. It will not only help them discover the information they want immediately, but it will also allow them to refer to it afterwards.

Try one or more of these suggestions the next time you need to write a lengthy email and see how it goes.

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