Mastering email communication: Tips for clear and effective messages

Effective communication is key in any workplace, helping to build strong networks and relationships that create a healthy working environment.

Whether you're corresponding with colleagues, clients or potential employers, following the right email etiquette can have a significant impact on your professional success.

Roy Ndombi, a career coach, shares with Mtaa Wangu some key principles of email etiquette, emphasising that it's more than just politeness; it's about effective communication.

1. Use a clear and relevant subject line

The subject line is the first thing your recipient will see. Ndombi advises that it should be clear, concise and directly related to the content of the email.

"Avoid vague or generic subject lines that can be overlooked. For example, instead of writing 'Meeting', use 'Project X Meeting - Monday, 8am' to give your recipient a clear idea of the purpose of the email," he suggests.

2. Start with a professional greeting

Always start with a polite and professional greeting, using the recipient's name if possible.

'Dear' or 'Hello' is appropriate for most professional emails," says Ndombi, "and overly casual greetings should be avoided.

3. Be concise and to the point

Respecting the recipient's time is important. Ndombi emphasises keeping your email focused on the main point, using short paragraphs or bullet points to improve readability.

"For example, instead of 'I hope this email finds you well', consider a more concise version like 'I hope you're well. I'm writing to invite you to the project meeting. The main agenda includes...'," he advises. 

Avoid long emails and unnecessary emoticons, and be sure to proofread for errors, as they can reflect poorly on your professionalism.

If you're attaching documents, give a brief explanation of what's in them to avoid confusion.

4. Include a clear call to action

Ndombi stresses the importance of clearly stating what you want the recipient to do, especially if the email requires action or a response. Including relevant deadlines ensures clarity and, if necessary, conveys urgency.

5. Use a professional signature

A professional signature is often overlooked, but it's essential for providing context and contact information.

"End your email with a professional signature that includes your name, position, company and contact information. This makes it easy for the recipient to follow up, especially if they are a new contact," he advises.

6. Watch your tone

Email can unintentionally convey the wrong tone, so Ndombi recommends reading your email aloud before sending to ensure it reflects the intended message.

"Always use polite language and avoid writing in all caps, which can come across as shouting," he adds. 

Showing gratitude and maintaining respect in your communication will help build rapport and ensure your tone remains professional.