How to write project management emails that solve problems (8 Rules)
How many project management emails do your daily send?
But do you always get what you want? I am certain you don’t.
Some emails are ignored, others are not relevant, and many are transformed into an endless thread.
It’s okay. It is common for most of us to be in this situation.
The worst thing about it is:
This is the problem with your correspondence flow.
Your useful response rate to questions is too low.
Today, I want to share some guidelines that will help improve the efficiency of your email marketing campaigns.
These are the details:
1. Email Title for Professionals that Rings a Bell
Which is better?
Subject: Meeting notes
Subject: RE: 11/23 – Database migration meeting – Meeting Notes
You can see that the second email is a response to the initial email regarding the meetings. All the relevant information.
What’s the catch?
Your subject line should instantly trigger a recall of the context of what you are discussing.
Important note regarding the “urgent”, and “important” codes words in the subject line.
They can be used in the heading of most cases. However, I recommend that they be used as rarely as possible. When you do need to attract the attention of your superiors, for example.
It is better to send an email before you do anything else. You can then contact the person via Instant messenger to explain why it’s important or urgent.
Double-check your company’s communications policies. These codewords might only be used in exceptional cases.
Learn more: 15 Tips For Writing An Excellent Email Subject Line
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Get the Book2. Correctly address the email
There are three addresses lines for email:
This field should only have one email address. It is the one I want to contact or take action from.
If you need to ask multiple people to do something, make it clear immediately. To draw attention, use a special character such as “@” or bold names.
However, I recommend that you stick to the main rule.
One email, one person, one action
This is where you can inform everyone who needs it.
You want the people on your list to read your emails. Make sure you select them carefully for each message. If you’re in “Cc”, for a long period of time, it becomes spam.
What can you do with spam?
Right. It’s okay to ignore it.
Blind Carbon Copy allows you to choose a recipient who will not be shown in your email details.
It seems like a cool way for you to share your correspondence with a third person or your boss.
However, I find that most cases are not within the realm of ethics.
You might need to Bcc someone in legal or NDA cases, but you can always work around it by forwarding the email thread.
For the purposes of archiving your correspondence, I recommend that you limit the use of Bcc. It could be sent to an additional email account or to your assistant.
3. Let’s get to the point in the first sentence
The next sentence should be written after you have written “Hi John” or “Dear John”.
Here’s a bad example.
Here’s a better option:
It is still not enough.
Here’s the catch:
4. A Call to Action allows you to say what you want
Every email should conclude with a Call to Action.
It should clearly state your expectations of the person you are writing to.
In the above example, I need confirmation of the meeting.
You can get something like this:
You may feel that certain emails don’t need to be followed up with a call to actions. If you give a brief answer or a document. You don’t need anything back, in general.
This is false.
It is important to have a call-to-action