Tips for email communications

It's inevitable. We all have to communicate in writing. And somehow, it's not just about grammar and syntax. In business, especially as B2B service providers, I highly suggest to keep it by emails, where it is way easier to format for efficiency, collaboration and traceability (versus chats or texts). Here are some good practices when writing emails, and also for managing your inbox.

1. Make it easy to read.

Make it easy to read by identifying the important information. Clean emails are usually answered quicker.

  • Write a good title.
  • Use pointforms and paragraphs.
  • Add links, screenshots, Looms, if relevant.
  • Add words in bold, italic, underlined, colors.

2. Use Call-to-Actions (CTAs)

Use call-to-actions (CTAs) where applicable. CTAs aren't only for websites, landing pages, and social media. They are also really useful in emails when working with clients and partners, but they need to be clearer and more specific.

  • I'm waiting for your answer on Monday at noon.
  • What is your choice beetween ABC or XYZ?

3. Questions? Answers

Don't leave questions and requests unanswered. If they were asked bye mails, even if you've responded by phone, messenger or texts, follow up by saying so.

4. Correct mistakes.

If there are spelling mistakes of typos affecting your work, reply with the correct information. I assure you, this practice is not meant to irritate anyone. It is simply to help any future research and backtracking.

  • Dates
  • Numbers on invoices, receipts, statements, etc.
  • Name
  • Address
  • Etc.

5. Tic! Tac!

When you receive an email you need to answer to, try to reply right away. Even if you can't complete it, just type your greetings, or whatever comes to your mind first. And just save the draft!

I don't know about you, but I really dislike seeing anything in red, as drafts or unread. That way, I create myself a visual reminder or to-do list.

6. Preparation is key!

Open an draft email when you're working on specific tasks. This allows you to take notes in parallel. Whether it's bookkeeping, graphic design or meeting assistance, I find it's a superb way to provide an ordered summary of my work, keep the clients updated and happy, without doubling my workload.

7. Read out loud.

Last but not least! Don't forget to treat your mailbox and emails like any paperwork! Clean it up from time to time! It will clear your mind as well.

8. Goal: inbox zero!

Reading out loud allows us to recognize if our written communications reflect the tone we want to share. Some expressions or syntax may be really different written, and they can even be completely misaligned from our initial intentions.


I believe I'm pretty good at communicating by emails for work, but I must admit my writing must need improvement for this type of info. Would you have tips and tricks for website for me? Thank you so much in advance!

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