How to Write an Email

by Mike Song – Email Communication Trainer and Author

Mike Song - How to Write Effective Professional Email

Mike Song - Lead Author, The Hamster Revolution

How do you write an effective email? The key is to BLUF and Summarize. BLUF stands for Bottom Line Up Front. In an era of email overload and information overwhelm, no one is reading your email. They’re skimming, scanning, and skipping through them in search of your key point. That’s why it’s critical for you to front-load as much meaning as possible – draw your recipient in by cutting to the chase!

BLUF: From now on – I want you to place a highly descriptive, action oriented statement in the subject line and beginning of your message. For example: Request: Please submit your Widget Biz Plan by 10/11/2011. When you BLUF it erases doubts and gets people motivated to help you out.

ACTION SUMMARY: Your BLUF statement should be one simple summary statement. Think carefully about the purpose of your message. In many cases, you’ll realize that your original summary does not contain the action you are seeking from the reader. For example, asking someone What do you think about this? could really mean Request: If you like this new idea — add it to the team meeting agenda for next week.

When you BLUF and summarize you make it easy for readers to act on your message.

Assignment: Your colleagues are also wondering how they can write effective email so take a moment to write them an email using the BLUF and Summary approach. But first – I recommend that you download our FREE effective email tip sheet and explore our award-winning Get Control! of Email course.

Every day you face an avalanche of email and meetings, multiple priorities, constant interruptions, and an endless stream of tasks. Get Control! Seminars put you back in charge.

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