hey ambitious professionals it's Linda Raynier of lindaraynier.com guiding you to a career and
life you'll truly enjoy now if you are someone who seems to struggle with writing really good
clear professional emails at work then this video is for you because I'm going to share
with you my six tips on how you can write more effective emails at work and in general really
and how to communicate more clearly over email I'd also like to thank Grammarly for sponsoring
this video now before I jump into my six tips I first want to share with you something that
I think is really useful that'll actually complement the six tips that I have to share
with you that helps me to write better emails and that I know will help you too in terms of
being more efficient and confident with your work so the holidays are creeping up in the
next couple of months and with all the projects assignments tasks that you're faced with at work
I'm guessing that a lot of your time is likely being spent writing writing emails
writing presentations writing reports and it can be overwhelming and stressful to make sure that
not only they're completed at a high quality but that they're all done on time right so
I found that in order to be more productive at work it's really important that you look
and find tools that you can rely on such as grammarly to help you to get your work done
more efficiently so first of all let's talk about what Grammarly actually is Grammarly is a desktop
app that offers instant comprehensive suggestions as you write so for example if you're writing an
email or you're writing a report and you want to stand out from your co-workers and you want to
communicate more effectively when you're writing those emails reports or presentations then this
desktop app helps you to get your work done and more importantly it'll give you confidence that
whatever you're writing about will sound and look good and I've actually personally used this tool
when it comes to writing emails that I send to you guys and I've used it to write content or scripts
for videos as well and it's definitely something that has helped me to become much more productive
with my work so that I can focus my time on other things so here's how it works there are currently
two versions of Grammarly there's the free version and then there's the premium version so the free
version to start offers you comprehensive writing suggestions like I said such as grammar spelling
and punctuation suggestions and so what that means is it proofreads your work so that you
can feel confident that your writing comes across professionally even with typos like punctuation
hyphens that sort of thing now Beyond grammar or spelling or punctuation if you want something
that'll actually help you to write better in general for example if you're someone who finds
yourself having trouble being concise with your emails or your reports then grammarly premium is
what you're going to need because it has advanced features such as the feature that's called The
Clarity full sentence rewrite where it takes your convoluted sentences your hard to read sentences
and it converts it to make sure that your writing is clear and to the point and it helps you to
just get through your work quicker for example I wrote this sample sentence in Grammarly premium
and then immediately grammarly premium offers me a suggestion to rewrite my sentence to this
as you can see grammarly premium helps you to write better to sound more concise to sound more
professional and this is definitely something that I think every ambitious professional needs and
Grammarly is free to download you can always start with the free and then upgrade to the premium if
you find that it's helpful for you it's easy to integrate it into your daily work and it works
where you work so if you're working in Google Docs or if you're preparing an email it'll show
up and it'll help you to write more effectively and work more efficiently especially with the
holiday season coming up and projects piling up on your plate the best time to get grammarly is right
now so that you can start clearing through your work with more Ease work smarter not harder and
get your work done faster with Grammarly so you want to sign up for a free account and get 20 off
grammarly premium the link is on the screen and all also in the description box down below okay
so now let's talk about the main topic of this video and that is how to write more effective
emails at work Beyond using Grammarly so first of all when is it appropriate to write an email
versus approaching someone in person instead these are the instances where I feel it's appropriate to
use email and that is when you are confirming or clarifying facts and or data and you want it in
black and white so if there's certain numbers that you want to confirm certain statements that you
want to make sure that you have in written form then this is appropriate to ask for over email
it's also appropriate to ask over email when you are requesting information spreadsheets documents
from someone and then it's also appropriate to use email when you are reaching out to schedule
an in-person meeting or appointment with someone now it's not appropriate to use email when there
are certain instances such as it's a lengthy discussion and it's a complicated topic that
you have to talk to that person about it's not appropriate to write a huge email discussing
that topic it is better to do that in person another time where it's inappropriate is if
there is confidential information that's being shared you do not want to obviously share any
information that can be then forwarded to someone else who shouldn't be looking at that information
and then finally another inappropriate time to use email would be if you are upset you're angry
or you're disappointed any negative emotion that you're you're feeling towards someone you do not
want to communicate that over email it is always best to do that in person and usually after you've
cooled down a bit okay so now that you're clear on when it's appropriate to use email versus
approaching someone in person here are the six tips let's Jump Right In tip number one is to have
a short but clear subject heading the best email subject that you write is one that is directly
related to the exact topic that you're writing about for example if you're writing to someone
about the October performance report then put that as the subject heading October performance
report don't write a subject that is unclear or unrelated to your main topic because it will be
harder for you and for the other person to find and retrieve that email later on if you need to
retrieve information from it and it's also not helping the person that's receiving the email to
clearly know what the point of that email is four part of being a strong performer at work is being
someone who's a strong communicator and being a strong Communicator means you have to be clear in
your communication so your email subject has to be clear too tip number two is to say hi to the
person directly by name I know it might sound obvious but some people when they're writing
emails they don't even address the person that they're writing to at all they just jump right
in and talk about whatever it is that they need to talk about in terms of email etiquette it's
important that you say hi to that direct person that person's name and then lead in with what you
need to lead in which we'll talk about in the next tip tip number three is to State your intention or
purpose at the beginning of your email in order to write a professional and clear email you need
to ease someone into whatever request or question that you have instead of asking them the question
right up front you want to write a sentence that would say hi blank okay I just wanted to send
this to confirm or request or ask about the blank project or report or topic so right off the bat
you're telling them that this email is about this certain request or question rather than asking the
question after you say that then you can ask the question I hope that makes sense now tip
number four is be succinct and organized so when it comes to being succinct after you've stated
that you want to ask about this certain topic or the certain report then go ahead and state your
question and state it in a very clear way whatever you're wondering about ask the questions now if
you happen to have multiple questions or multiple requests of something then organize your email so
that it's numbered and include bullet points and have like a bit of space in between between each
request or each question this is just so that the reader whoever it is that you're sending this to
is going to be able to read it look at it clearly and they'll be able to organize their response
accordingly so what I mean is do not write all of your questions in one long run-on sentence
now tip number five add your please and thank yous it is so important that you show your appreciation
in advance by thanking them at the end of your email and telling them that you're really looking
forward to hearing their response so you just want to make sure that you sound polite and you
show your gratitude towards the other person for retrieving certain information for you or
answering your questions for you just helps with you the Rapport that you have with that person and
it helps with your communication and that ties in with my last tip tip number six which is to
check your tone what is tone tone is how do you sound over email when you're reading it out loud
do you sound friendly do you sound professional have you made your email sound very clear to read
those are all the things that you want to sound like when you're writing an email you don't want
to sound angry you don't want to sound rude and abrupt you want to make sure it's organized it's
concise and it's professional so hopefully these six tips that I just provided you will help you to
create better emails if I happen to miss anything if there are any tips that you have that help you
to write more effective emails then definitely comment in the comments down below I'd love to
see them now if you've been writing emails because you actually are looking for a new job and you're
sending emails to potential employers and you want additional help when it comes to your resume or
your interviews then definitely I highly recommend checking out my free resume Mastery Workshop as
well as my free interview strategy Workshop the links are down below they are also on on
my website at lindaraynier.com follow the links there head on over to the website sign up for the
workshops and from there you'll be able to gain more confidence whether it's writing your resume
or whether it's interviewing for that new job if you like this video then please give it a thumbs
up subscribe share it with your friends thank you so much for watching and I will see you next time