When I started my career as a developer, I faced that I should do more than just writing code. I needed to communicate to other people including teams and customers in other countries and even on different continents.
Skype and Slack didn’t exist at that time. An email was our primary tool for communication.
When I was writing a response to a business email for the first time, I realized that I had no idea how to do that. Luckily for me, Google did exist in 2006.
In a couple of months, I created a guideline for email correspondence. Please find a few rules from that guideline:
- Subject is a must that should explain email purpose
- Use “inverted pyramid” principle: put an idea and/or a goal first and add details later
- Create 5-6 lines paragraphs
- Add empty lines between paragraphs
- Use subtitles, bullets, formatting
- Propose actions and timeline
- what is the goal of the email
- what do you need the recipient to do
- Ask Yes/No questions
- Remember, that people don’t read all emails they get
- Add facts only, don’t add all events and insignificant details
- Highlight FYI emails
- add FYI to the subject
- mark email as “Low Priority”
If you doubt what to write, google it. You would find tons of template for emails on the internet.