There’s an emerging trend in the email world: TL;DR or “Too Long; Didn’t Read.” It’s the snazzy new acronym that highlights our aversion to lengthy emails.
The Value of Short Emails
If you’re seeking more engagement with your emails, consider writing shorter ones. Research has demonstrated that shorter emails are not only read more frequently but also elicit more responses. This isn’t a shocking revelation, but it’s reassuring to have empirical evidence supporting this claim.
By trimming down your emails, you stand to gain a couple of valuable benefits. First, the chances of receiving prompt replies increase significantly. Second, it compels you to discard superfluous language that might obscure your intended message.
The ideal length? Five sentences or fewer. You can read more about this approach at five.sentenc.es. But remember, brevity shouldn’t equate to brusqueness.
Let’s explore three strategies to help you craft shorter, more effective messages.
Tip 1: Clarity of Purpose
Before you pen an email, ask yourself, “What do I want?” Many people send emails without truly knowing what they want, an outcome influenced by a cognitive bias known as the “curse of knowledge.” In this scenario, your thoughts might be clear in your mind, but they don’t translate as coherently in text.
Scrutinize your sent emails: were you truly explicit about your expectations? Your email’s purpose should be unmistakable. Always question, “What do I really want the recipient to do or to know?” before typing a single word.
Tip 2: Swift Directness
Once your purpose is clear, get to your point immediately. Avoid excess verbiage and start with the crucial information. If you’re seeking action, lay out the steps. If you’re imparting information, be upfront. If you’re requesting feedback, be explicit. This approach helps you maintain brevity.
Tip 3: Explicit Expectations
If your email doesn’t require a response or action, clearly state that. Use abbreviations like “FYI” or “NNTR” (for your information and no need to reply, respectively) at the start of such emails. This provides clarity, eases the recipient’s load, and aids them in prioritizing their email backlog.
Similarly, phrases like “no action needed” clarify that the email serves merely to keep the recipient informed. However, to avoid having such emails overlooked, you may want to assert their importance. For instance, begin your email with “Team – this is an IMPORTANT FYI, so please read the note below, but no action is needed from your end at this time.”
These tips are also useful when forwarding lengthy email threads. Make sure to clearly outline what you want the recipient to know or do at the start of your forwarded message.
Conclusion
The secret to effective email communication lies in brevity. Aim for succinct, five-sentence emails that transparently convey your expectations and clearly state whether a response is required.
If you’d like to learn more, check out “Don’t Reply All”
