How to write emails with clarity
Whether you are writing emails professionally or personally, it’s important to provide clarity in your writing. This isn’t just true when communicating with loved ones or coworkers; it’s also key in working with customers.
When clarity is missing from your communication, it can lead to misunderstandings and even disagreements. When you’re writing content, it’s even easier to have misunderstandings since people can’t read body language or hear your tone of voice. Therefore, it’s even more essential to focus on clarity in emails. So, how do you do this? It’s not too difficult if you follow these quick tips.
1. Use bullet points. If you have a lot of information to share, make sure to break it up as much as you can. Bullet points are a great way of doing this. It’s a simple way for the reader to collect the information with ease.
2. Keep it simple. Focus on keeping your email simple to understand. That means avoiding large words or jargon and sticking to more commonly used verbiage. It also means not creating long paragraphs or sentences. Keep them both short.
3. Read it before hitting send. A lot of misunderstandings can happen because of hitting send before reading over the email. Double-check your emails beforehand to ensure clarity and to avoid spelling errors. Try to get into the frame of mind of your audience and think about how they may interrupt the email when reading it.
4. Make sure the reader understands. When you’ve finished up your thoughts, help to further ensure understanding by saying something like, “does this makes sense” or “please let me know if you have any questions.” This can help open the doorway to further discussion if it’s needed.
Basically, the goal here is to be detailed enough that the reader will understand the message while also focusing on keeping things simple and concise. Overall, emails are a great way to communicate with customers. Customers appreciate the convenience of this platform. However, having conversations this way means the agent needs to be even more mindful that their message is coming off clearly.
If you’re looking for help handling your email support services as well as any other customer solutions, please reach out to us at XACT. We have trusted, experienced and trained agents who are ready to represent your brand. They can effectively and clearly communicate with your customers. To learn more about what we have to offer, please visit our website or give us a call at 877.XACT-877. We strive to deliver a seamless customer support and engagement experience for your consumers.