Why keep emails short and concise

Why Keep Your Emails Short and Concise

The way we handle business and the way we work has changed drastically over the years. In the 1970s, our lives changed with the advent of email, and the same thing happened, our lives at work have never been the same. The email has been there at work to communicate with family and to promote a brand. It became a primary mode of communication for many.

But has email evolved over the years?

It has! And its use advanced as well.

Writing an email comes in various forms and lengths. It can be short or long, but there’s no right or wrong type of email. It depends if it consists of valuable information that can be condensed and composed straight to the point. Another thing that matters is your email must connote professionalism even if there’s an unwritten fixed rule to writing an email.

Over the years, the attention span of readers also changed. According to studies, most adults’ attention span has a maximum of 20 minutes. After that, it requires their brain to focus on something else. Imagine if a person is reading more than 100 long-form emails per day. No wonder some emails will go to waste! Hopefully (fingers crossed), it’s not your email being left unread.

This article will focus on shorter emails (under 300 words) and why they can prove very valuable to businesses.

Why Are Short Emails Better Than Long Ones

Focuses on a Specific Topic

A shorter email will let you have a single focus right away. For example, it is advisable if you have a valuable tip or want to share a thought point with the readers. In addition, it will be easier for the readers to take action if the email focuses on a single subject.

Ease in Reading Time

It is the most evident pro when it comes to reading short emails. Approximately you can read a 300-word email in around 3 minutes. It makes it time sufficient for someone to go through it, especially if you’re on the move or always have a hectic schedule.

Immediately Captures Attention

A shorter email will instantly capture the reader’s attention since they already see the content when they open the email. Furthermore, they’re pretty sure that it will not be hard to read, so they will continue reading it until the end rather than putting it off later than others.

Shows Respect to Reader

Email is part of everyday communication. And naturally, people are busy as they are. So keeping emails short (especially if it’s part of email marketing) and concise will let you stand out from the competition.

Creates Excitement

Instead of showcasing a story in a very long email, creating a series out of it will be advisable. While having a shorter email, narrowing it down into a series of emails will also exude an element of mystery, and your audience will have something to look forward to. So, when’s the next one?

How to Make Emails as Short as Possible

These can help you create short emails, but you still have a tailor-made feeling.

Write and Keep Your Goal in Mind

Like in creating content, you should have your goal ready when you conceptualize your email. It helps you stick to the point and avoid unnecessary sentences that will lengthen the email. In addition, being concise with your goal will reflect in your email.

Proofread and Edit

Treat emails like blog articles. You need to consciously read repeatedly to notice if there is a redundancy of thoughts or if it can still narrow down. Also, watch out for the widespread use of passive voice as they comprise more words.

Remove Unnecessary Filler Words

Cutting off filler words can streamline and keep your email looking more professional. On the other hand, filler words can showcase a lack of confidence and show uncertainty, so it is better to omit them.

Here are some of the filler words:
● Basically
● Just
● Very
● I think
● Really
● Sort of
● I mean
● No worries
● Needless to say

Final Point

Writing short emails takes time, practice, and acceptance. Accept that you must value other people’s time and be considerate that they also need to focus on other matters. As people get more and more impatient, all we have to do is to adapt to it. Otherwise, the email sent will be useless.

So, keep it short and remember to respect the reader’s inbox. No one wants their email to go straight to the trash!

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