For our #infographicInspiration this week, I’m sharing a simple image that identifies key characteristics of effective email messages.
The website’s name is off-color, but the information clearly and concisely outlines specific ways to improve your email messages. Read more information about the infographic in the article 10 tips for effective email. Compare the parts of an email message that are identified here to those in the infographic from yesterday’s post.
Note: This infographic needs a text-based transcript. See the Optional Accessibility Transcript Activity for more details.
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I think there are some useful tips about how to write an effective email in this article. Some similarities to the article yesterday, are that an appropriate subject/header line should be used, the body of the email should be clear and concise without adding fluff to get the point of the email across, an appropriate greeting to the recipients of the email. This article offers advice about how to clearly define a protocol, which in this cause having bullet points with clear sections, and pictures would be helpful, however I do not think this is applicable to all emails. If you are writing an email to a potential employer for example, I do not think this sort of format would be effective. Overall though, there are similar overlaps between the two articles, and when it comes down to the core of emails, they should all contain the same backbone structure in order to make them effective.
I definitely agree there are plenty of similarities between the two infographics. In my opinion, the only major difference is structure in order to convey the message. Each has their unique structure and I believe that each of these styles can be used for various situations. One is no better than the other, each serves a purpose of conveying a message clearly, concisely, and professionally.
Both offer useful information but it is important to know your audience and your message to determine the best way to formulate an email. A couple things that should be common with every email is a clear subject line and short, simple messages. While the example email today may be more exciting and fun, I don’t see myself writing many emails like it. During my co-op I wrote many that looked like the example email from yesterday.
I agree with you that the kind of email format described in today’s post is not what I see myself writing in the workplace often. I think this kind of style is useful for communicating important information to a larger audience, but not for day to day correspondence between employees and supervisors. One example in my life where I’ve seen this style of email is when the faculty leader in charge of my dorm sent announcements for the week to all the residents. He used bold headlines and often included gifs and memes to better relate to his audience.
I’ve never really seen an email formatted like the one above. It reminds me of something I’d find on Stack Exchange from an experienced user who’s comfortable with Markdown. The content though matches what was in the graphic from yesterday. The labels are slightly different, but yesterday’s contains the same elements such as the closing remarks which should be (if relevant) a call to action and a deadline. The one above leaves out a signature though.
I’ve occasionally made formatting choices in an email similar to what’s shown above, just to enhance visual clarity. When I need to send an email with a code snippet or something else like a license key, I’ll create a one cell table and fill in the background light gray. Then I change the font to something monospaced like Courier New, and the result is a proper code environment (though without code highlighting). It’s a trick that my bosses have liked. Moreover, its use is very flexible, so even if you aren’t sending code in an email you might find another use for it.
That’s actually something I’ve really been needing advice on how to do; thanks for explaining how you highlight the code in an e-mail! I often worry it blends in too much with my regular text of the message so this will be helpful.
This article’s infographic and the infographic from yesterday’s article both advise a specific subject line that is clear and concise so that the reader knows the content of the email. A short opening greeting and a clear body are also important for a professional email. The addition of a deadline field in this infographic is a smart addition to let the recipient know of any time constraints in a formal manner. I believe that this format is effective for writing to someone you do not know, but once you receive a response matching the formality of the recipient is acceptable.
I noticed the deadline piece as well and thought it was very smart. It is another piece that can aid in compartmentalizing important information in an email, making it easy to skim through to what you need without wasting time
This info-graphic contained some very useful advice. As members of the Virginia Tech community, our emails are consistently barraged with different employment opportunities, class and club announcements, and other miscellaneous emails that I’m sure can go overlooked if they do not stand out. Keeping emails short but rich in content is where I think most people can take issue. At least in my personal experience, most emails I receive are of three different types: short with too little information, too long with repeating or irrelevant information, or in the sweet spot as described in this info-graphic. I know I am guilty of having emails that are too long with not enough information or repeating information, so hopefully this article and info-graphic can help me do preemptive checks on my emails before I send them to ensure they look professional and are concise.
The version for today’s email layout seems a lot more direct than the one shown from yesterday. This example gives an exact blueprint for how your email should be structured, in a way that logically makes sense as well. The use of headings and including links and/or images makes the email easier to read and more aesthetically pleasing. Including a “call to action,” as stated in this article, gives the direct notion of what you are requesting from the person you are emailing. This is probably the most important part of the email in my opinion since it is what you are trying to get done with the email. Also, it is key to point out being concise with your emails is a very valuable trait as well. Since people deal with so many different emails from different people, it is best to be concise and efficient with your words so that the person receiving the email doesn’t have to read too much in order to get the gist of the email.
I found the bold headings to be effective in grabbing my attention and moving me to the next part of the email. However, I’m unsure what the main point of the email actually is. If it is to recruit ZAPP captains, shouldn’t that be introduced earlier in the email? Perhaps the subject line can better reflect this with a subject such as “Zombie Apocalypse Leaders Needed”. This would both introduce the concept of a zombie apocalypse AND reflect the need of leadership in the new program. The email loses some momentum towards the end due to its lack of skimmable headings, which was one of the main points emphasized by the infographic. Maybe I’m focusing too much on the ZAPP captains section under the “What you should do” heading, but that’s probably because it’s the first thing mentioned in that part of the email.
I think it is a fair point that the “What you should do” section contains the most information. However, upon rereading it, I was able to better decipher the necessary information. However, some people do not have the time or patience to reread emails until they fully understand the information. I agree that that section could use improvement. Perhaps, he should have split into a section for the leaders and one for everyone else.
The infographic and article posted today seem to promote a more formal method for writing emails than the post yesterday presented. I feel like the email shown in today’s inforgraphic is better suited for more substantive messaging, such as proposing ideas to people, or introducing programs to people, while the strategies mentioned yesterday were more focused on inquisitive emails that you might to a professor about a class. I feel like the tips in today’s post are more about “big” emails that likely don’t get sent out as often, where you’re pitching well thought out ideas, whereas yesterday was more focused on how to professionally ask questions or convey small amounts of information. While I feel like sending big emails like happens less often, it’s arguably more important how you present yourself in these emails than smaller emails (although both are important). For large emails proposing ideas, not only is your professional reputation on the line, but the fate of your ideas are as well. It’s very important that you don’t obscure the merit your ideas deserve but putting them in poorly written emails.
Today’s infographic takes a much different approach to formulating a professional email. The fundamental difference between the two is that the first focuses on personal image – in the introduction it states to “thank the recipient for something they did,” an obvious example of constructing a righteous impression. However, the second (today’s) infographic definitely focuses on concise messaging. The undertone of the graphic develops a self-preservation-like attitude, but the focus is to get to the point. In the introduction, for example, the second states to introduce yourself quickly without any fluff, a stark difference to the first. While the first suggests that long, almost flowery statements are sometimes good to build relationships, the second indicates that being concise and to the point makes you stand out which conveys an impression of confidence and fortitude. I do not believe either is “correct.” Rather, each will have its drawbacks in various scenarios. I can’t see either set of ideals working for all situations. It depends on the audience.
There were a few similarities between the post from Wednesday and Thursday when writing an email. First off, both sources mentioned how the subject line needs to be brief and let the person who is receiving the email know what the email will be about. Both sources mentioned that at the beginning of the email, you should include an introduction/ summary section which is where you let the person know why you are sending the email. Finally, both sources also mentioned how you need to have a summary sentence or two at the end of the email to conclude the email and to have some type of signature at the end. I find that both of these sources are helpful to write a professional email, however, the style of email that you choose to write, depends on the subject matter of the email.
However, there were many differences that I noticed. First off, the image today did not seem to have a greeting in the email. I feel like in order to have a professional email, you should have some type of greeting where you use the recipient’s name. Also, the source for today mentioned adding bullets, graphics, and links. I never really have thought of adding any of those things to a professional email to my professors. However, I guess depending on the nature of the email, things such as graphics and links could help clarify what the email is about.
I totally agree with what you said about there being no greeting. I think especially if this is an important email, in order for people to want to listen to what the writer is saying they should introduce themselves and maybe even explain why they are writing the email. It could go in the beginning section that’s titled “Summary”, but I think making a connection with readers by explaining themselves is important in any email because people are more likely to listen to the issue if they know who it’s coming from. Offering one or two sentences on who the writer is and why they’re sending an email is just as important as making sure the email is concise in my opinion.
I noticed that today’s infographic was about helping people write concise emails whereas yesterday’s article was geared towards the main components in an email. They both mentioned the subject line and summary. Today’s infographic mentioned “headings” which I probably would not use but would be needed for long emails such as the emails that I get from clubs at VT! They had very specific tips. For example, they said to use “I” and “you” to be more direct and to keep it under 250 words (I think this is oddly specific, but the message to keep it brief as possible is there). Today’s post mentioned “call to action” which I thought was important to keep in mind when writing emails. Most of time, I receive emails from people, and I think to myself, “Great, but what do you want me to do?”.
This article was also an interesting read and both yesterday and today’s articles addressed the idea of having a clear and informative subject line, and introducing yourself as a greeting in the beginning of the email. However, the article for today had more tips for emailing an informative email rather than emailing a boss/professor regarding a question. I think it’s equally as useful, but just in a different setting. I feel that the tip of “including a deadline for a response” is important for any email that’s written because the recipient knows what is expected of them, and since people get numerous emails in a day it would be easier for them to prioritize who to respond to first. I’ve never personally had to write this type of email, but I think it would be useful in the workplace if there was a new system/program/protocol that people needed to understand how to use. Because people learn differently, having pictures and links from other helpful websites is a resourceful tool because if what you are saying is not making sense to the reader, then hopefully an image can do the trick. I do see that this type of email would get read more because it is clear, concise, has helpful graphics when necessary, has the occasional headline, but doesn’t overwhelm the reader with information. I think many times people are deterred from emails because there is lack of organization in the email and/or there is too much information. I’ve never thought about sending an email that wasn’t in paragraph form, but now that I’ve read the article I can see how that would be an effective method because the summary at the top informs you of what you’re about to read, it’s easy to follow, and there isn’t too much going on.
Hi Mariel,
I agree with your point about how a lack of organization can prevent readers from fully reading an email. I always try to skim emails, so when there are just a bunch of words and long sentences, it is intimidating! I also like your point about pictures in an email. I wasn’t convinced that sending pictures in an email was a good idea but I think you’re right that people learn differently. I guess you just need to know your audience.
I agree with your point about a deadline but I always have a hard time giving one when I am emailing professors because I feel out of place or rude. I don’t know if you feel the same way? What is the nicest way to tell someone something is urgent? I guess the key is to send emails early enough that they have plenty of time to meet deadlines.
I really like the format of the email on the infographic. It’s very direct and to the point, and really holds the reader’s attention (although some of that has to do with the subject matter). I definitely think this email format does a much better job format-wise at standing out than the email from yesterday, but the email from yesterday and this one have two completely different purposes. The email in the infographic is meant to inform a large group of people about a change, while the email from yesterday was addressing question to an individual person. The different purposes of these two emails makes them difficult to compare.
Both yesterday’s article and today’s post gave me some good tips that I hadn’t considered. Yesterday the point was made that using the word “dear” to address someone is not business like, but instead is considered too formal. Today, I really appreciate the observation that using skimmable headings greatly helps the reader. Another notable difference is yesterday’s article is geared towards more of an update email to people you have been in contact with for a while. Today’s post was constructed towards writing an email with instructions to a more general audience not well known to you which is why it includes a ‘microwave greeting’ section. The tips about making a 250 word limit and setting a deadline is definitely important and automatically cuts out the majority of indirect writing that could be in an email.
This post was similar to yesterday’s, but it did provide a second, helpful perspective by compartmentalizing a slightly longer email. I like the bold headings, which aid in skimming, as well as concrete subjects for each part of the email like greetings, requests, and timeframes. It’s extremely helpful when you can keep ideas separate, again to aid in skimming for what you need from an email.
I agree with you that having bold headings in an email can be very helpful! It can allow the person receiving the email to be able to better understand the email. With the email being broken up into sections with a header, it allows the email to be more spread out and easier to read. Many emails that do not have headers and if the email is length, it might cause confusion to a professor reading the email if everything is written in one paragraph.
The infographics shared in the past two days have similar main ideas. Both cover how to write emails in professional settings by stressing good subject lines, concise language, and having good conclusions since it’s the last impression you have on the recipient. However, I notice more differences than similarities. I would not use both styles to email the same person. I find that I need to today’s email format when emailing a larger audience, like my sorority or other organizations I am a part of. I see many times that people do not take time to read the whole email when it is sent out to a whole group and would prefer a synopsis at the end, a “too long didn’t read” (TLDR) blurb. I hope moving forward I can adapt my current email style when emailing larger audience to ensure that oversight by individuals does not happen. Yesterday’s style is more suited for one on one interaction, generally with a higher up rather than a colleague.
Both of the infographics that were published over the course of these two days have been very informative as to the way to properly format an email. However, the infographic published yesterday seemed to pinpoint more of the aspect of how to write to a specific individual in a more formal kind of manner. The infographic published yesterday in our #dailywrite assignment gave a concrete example of how to properly format a business email, which is very useful for us to know for our future when we start careers. The infographic published for us to review for today was more centered on a more informal approach of how to “advertise” a certain subject of interest. The use of pictorials is encouraged for this kind of email. Both of these infographics have proven to be very informative for me to use in real-life situations. I must continue to adapt to both of these formats, as well as learn when to properly use them under different circumstances.
Both infographics give great tips on proper email etiquette. It is clear that both infographics emphasize to keep emails concise and to the point. It’s definitely true that readers usually don’t have time or want to read through long/confusing emails. I like how this infographic gives a max word count for “maximum effectiveness on a phone screen.” You don’t really think about it but it is very different viewing an email on your phone vs your computer. Perhaps, you should plan to send longer emails during business hours or when you know your recipient will be on a computer?
A key point from the infographic on Wednesday that is not included in the today’s picture is to make sure your email is grammatically correct and that everything is spelled correctly. You can have all the fundamentals of a proper business email but it doesn’t matter if words are spelled wrong or you aren’t using proper english. This is especially important for first impressions or if you have never talked to your recipient. Readers won’t have a face for the name so they are judging you completely on your words. Another difference I noticed between the two is that yesterday’s infographic emphasizes “tone.” The infographic in this post reminds us to be concise, to the point, and even suggests giving a deadline. Since you can’t read a facial expression or hear the speakers voice in an email, it is easy to come across as impolite or pushy. Yesterday’s infographics still stresses conciseness; however, it also suggests you give a friendly greeting and a kind and courteous closing to your email. It even says that a “simple ‘please’ can go a long way.” I think all elements from both infographics are necessary for formatting a proper email.
The infographic from yesterday’s post provided very similar underlying principles for writing emails such as the importance of the subject line and a concise body. I believe the infographic shown above distinguishes the difference in whether you’re advertising something, such as a local gym membership, local supermarket deals, or sign-ups to websites. I don’t think this kind of email would pertain to every situation such as writing to a fellow employee or boss due to it’s contents (being too long, containing images, etc.).
Yesterday’s post seems to be pinpointed more towards professionalism, whereas the infographic shown above focuses more on writing a casual email. I believe that aspects from both infographics can be applied in everyday emails, however it is important to know the difference when writing an email to certain people.
Today’s infographic on writing an email seemed to be formatted similarly to an article rather than an email. While it did resemble the structure of an article, this too seems to be a professional and organized manner to send an email and convey information effectively, especially in a leadership position. When a large message is being sent to followers it is important they have a clear message and there are not questions left unanswered. This format may be different, but it has the essentials of a good email. It has a clear subject line, introduces the reason for the message, and clearly conveys the message in titled sections. Personally, for my every day email I use the style from the infographic yesterday in order to stay professional and keep things simple. Although this style has intrigued me and I may attempt to use it when sending out plans for an event for my Army platoon. It has the positive of conveying the why, how, and what of a topic and this is essential in leadership.
Both of the articles apply important. The article yesterday said things about the way that I should use to send an email to my teachers. And today’s article says more things about how I could write my email as an effective email, Personally I’m really good at choose a subject line. I can simply put the main thing or the words I want to say the most as the subject line, in the other words, the theme. The first sentence I always write as the article says, introduce myself in on sentence. Most of teachers don’t really know who I’m I because there are just whole lot of students that they are teaching. For other things like the links and charts that needed to clarify the problem I have, I would use it to make it clear. In the last line of the email, it’s important for me to write a honorific to the teacher to show my respect. Also, a short email that conclude my problem would save the teacher’s time to read and my time to write.
I find the difference in the two infographics very interesting. Although they are both very similar in the fact that they want you to present your ideas in a clear and concise manner, they also are very different. The first infographic that was shown yesterday had a very simple approach to writing business related emails. It had a more personal feeling to it and it kept the email very short and sweet. The second infographic that is shown above still has the business approach, but I believe this type of email is more catered towards a larger group of people who are interested in the topic that is being mentioned. With the specific type of organization, images, and adding links, I believe that those emails should not be written on a one-to-one conversation. I would stick with the first infographic format when conversing with one other person.
Comparing the two articles, the “10 Tips for Effective Email” consists of some tips that I don’t believe are the best for an email to an employer, professor, or any other business person. For example, the eighth tips does not seem effective. Although pictures do simplify some explanations, I feel as though including too many attachments would cause the recipient to disregard the email or save it for later. The similarities, however, for the two articles that I feel are most effective is the section about the subject line. The revealing subject line that creates a welcoming tone creates an effective email. That being said, I believe the way one formats and writes an email can delay the response if done poorly. Although there are some differences between the two articles, they both have very similar content that I have personally used for an effective email.
My opinion for the post above is that it is more about emails to be given in a way of promoting something to someone such as colleagues which would definitely require a higher sense of attraction and the sense of formality is loosen up a bit. This is however in some ways different to yesterday’s post which was more formally toned as the main purpose yesterday was to address it to someone whom we may not treat as our colleagues such as professors or managers. In terms of having a suitable subject line while also making sure the messages are portrayed as simple as it should be, both articles are consistent in that sense which shows how critical those qualities are in writing good emails regardless who are the recipients of it. The thing that I agree the most with the article above would be to stand out when writing these effective emails such as putting visuals and stuff as that really helps the sender in order to get responses from the recipients
It is my opinion that, while the subject matter that is used doesn’t necessarily represent the content of a professional email, there are many tips here that would be useful in composing one. For example, including pictures or graphics to provide clarification. As an individual entering the construction field, rather than solely relying on written word to describe a material or process it is often helpful to include a picture to provide some clarity for the recipient. Additionally, as mentioned in yesterday’s post, it is important to be clear and concise. Far too often I have received an email from a colleague that is far too wordy and poorly structured to the point that I do not retain any of the important information they were trying to convey. If more of these tips were followed, senders would more than likely see an increase in response to their messages, rather than just being “left on read”.
This infographic offers an example on how to write an email that aims to capture the reader’s attention, eventually bringing a point across. I found today’s infographic to contain the semblance of Wednesday’s introduction, main body, and closing remarks. The introduction is exaggerated with a greetings and headings, while the main body is comprised of relevant links and a call to action. The deadline offers the same functionality as the closing remarks.
I would use the email format present in today’s infographic for advertisements, reserving Wednesdays format for both personal and professional emails. However, I believe the use of a revealing subject line and a relevant call to action are important features of any email.
I have a small question about the infographic that hopefully someone can answer. When we reply to emails, we add “Re:” in the subject line to indicate that the email is a reply or response, but in the infographics they have the “Re:” in what seems to be the initial email. What is the correct way to go about having “Re:” in a subject line? Thanks in advance.
Both infographics delivered similar useful tips for writing professional emails. They both break down a piece of email to demonstrate by parts. The second example contained almost every element we might have in an email. However, I think the first infographic is more effective than the second one because of the examples that were chosen. The first example was written to one person. This is more often for a person as opposed to written to a group of people in the second example.
Both posts reveal some good tips on writing professional and constructive emails. The info-graphic however was much easier to read and gave a good visual representation of what each item in the email should look like. Although I have not used headings in an email yet, I think they are a good way to structure the email. If the recipient is stressed for time, it allows them to skim through the email quickly and extract the important information. The subject line, and summary sentences in the email accomplish this as well, and allow the recipient to determine if the information is time sensitive or not. I definitely plan on using these techniques in future emails.
Additionally, both the info-graphic and the other post say to limit the email to around a max of 250 words. This is definitely a good tip because it keeps the email concise, efficient, and avoids clouding the main purpose of the email with too much fluff.
Finally, one of the main differences between the info-graphic and the other post is that Wednesday’s post emphasizes being grammatically correct. Although this may be implied, it is necessary to point out the importance of being grammatically correct. In my opinion this can make or break the email you are trying to send.