Project Management

9 Ways to Structure Emails for the Greatest Impact

PMI Space Coast, Florida Chapter, and

Crafting a well-structured email can present a professional image, prevent unnecessary meetings and ensure your message is understood the first time. The challenge is creating an email that people will actually read and comprehend—with key points that they will retain. You can achieve this by following a few simple guidelines:

1. Start with an appropriate greeting that addresses your recipient as specifically as possible. Consider the culture of the company when determining whether to use first name greetings or formalities. Try not to assume genders or titles. If you are unsure of what to use, “Good morning” and “Good afternoon” are safe options.

2. Provide any necessary background and context for the purpose of your email. Do not assume that recipients will always know who you are and why you are contacting them. Providing some level of background ensures that everyone is on the same page. The depth of background should be specific to the needs of your recipients. For instance, a colleague who has been working closely on the project may require only minimal background, while an upper manager with minimal participation may require more details.

3. Once you have established your background, for the body of the email, convey your information or request in a clear and concise manner. The best emails have a purpose for the communication …

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