Table of Contents
A. Context
After almost three years of communication with various patients, their caregivers, self-proclaimed “lead generators”, self-proclaimed enablers, and the so-called “better than the rest” professionals, I have identified the following frequent issues that one makes with emails.
The following would enable you to become a better communicator and will help you achieve at least 20% better outcomes in terms of response and solution.
Change the way you write emails.
A. Format Attachments
i) Do not send anyone any attachments by the name “Latest deck.pdf,” “new reports.pdf, “WA00godknowswhat.jpg”, “0011790.pdf” and so on.
ii) Create a folder for the email attachment.
iii) Copy the files into the folder.
iv) Rename the files to include your name, purpose, and information.
So, my email to a patient about consultancy notes would look similar to the following:
“Consultancy notes(therapeutics and explanation)of 31-3-2023-16-30PM about Anemia for NameOfThePatient.pdf”
If you send “latest consultancy notes.pdf” good luck finding them in the future.
C. Do not start with hope
I myself have done this more times than I would love myself to have done.
“Hope this email finds you well.”
Hopes are for losers who can’t take action in life. They just hope. What if your email doesn’t find the recipient well and he is suffering?
So, start with context:
I am writing this email to you to present before you an opportunity of [Value: example: INR Thirty Lacks] that exists till [A period]
D. Pay attention to units
Time: Time Zone (like IST, and use AM/PM for 12 hours format, hours for 24: ex at 2732 hours IST)
Money: Never write 15000, or 15000 /-. write ₹15,000 (INR Rupees Fifteen Thousand only)
Date: Don’t write “next Friday”. on Friday, 21st April 2023.
Vitals: Don’t write my temperature is 101 or BP 120/80. Write 101° F, 120/80 mmHg.
E. Always specify the clear purpose(and ALWAYS with BENEFIT of the Recipient)
Do not use mail body or subjects that include fake and meaningless sentences such as
a) “Let’s catch up soon”,
or b) “Let’s explore mutually beneficial business plans.”
c) Let’s talk some days if you are free.
F. Do not send short emails with codes
common are:
a) PFA
b) Thanks, received.
c) ok, I will check.
G. Format the Body of the Email
Use:
a) Heading
b) Sub Heading
c) Coloring for highlighting
d) Paragraphs.
e) (And spell check).
H. Change the questioning tone to a curious tone
Examples of bad sentences:
a) Are you free?=> Can we meet (purpose, time, benefit)?
I. Dump Subjectless and Bodyless emails
a) Fwd:
b) (no subject)
J. Summary of things to avoid
1. Reactive emails, rather than planned.
2. No attention to detail.
3. Impulsive, and using short words.
4. Less attention to formatting.
5. Sending emails that are template based.
6. Too many feelings in the email, or an absolute lack of them.
7. No care for “Search Engines”.
Please remember
1) Emails are records. The strength of any record is in its ability to be found after 10 years.
2) Emails are representatives of your intellectual ability and professional ethics. In a world of mediocrity, stand out from the others. 80% are mediocre in their communication.
3) The world doesn’t care about your feelings. Keep the feelings to yourself. Send emails that benefit the recipient.
4) Hope, feel, expect, assume, and desire, are the words that kill your prospect of success.
Impulsive, short, thoughtless, feeling-based, meaningless emails are self-trashed due to their search, weight, numbers irrelevance. Take time, pay attention, read, check, and make emails part of your professional identity.
K. Conclusion
If you don’t care to have a communication subject and context(body) why would someone care to even open it? No data is complete without context. No context is relevant without closure. No closure is possible without definite numbers.
If you are lazy to write an elaborate email, your outcome will always remain moderate, always.
L. Reader’s Comments
I would like all my students to see this. Many times, we get emails, direct messages on q/a sites, and even social media forums from students asking for something without giving any context.
Dr. Nisha Arora
Also, Those who are starting out their professional life should keep these points in mind.
Great share!
Thank you for sharing these email tips. It’s important to communicate effectively and professionally, especially in a professional setting. These tips can certainly help to improve the quality of email communication and increase the chances of getting a response.
Manoj SABU
