Tip #1: Write a compelling headline
A headline is the most important part of an email. When we are swamped with so many messages in our inbox, it is no surprise that we might miss out on poorly crafted or generic titles that we never click to read. Hence, your subject line should set expectations about what is enclosed to entice people to open the message.
Tip #2: Avoid using hedging language
Phrases like “I think we should . . .” or “I feel like . . .” or “It would be great if . . .” are forms of hedging—they are little qualifiers that undermine what you are saying. Even though hedging does make your statements more polite, you might be portrayed as someone who is uncertain and unconfident.
Here are some examples of using hedging:
- I think...
Hedging: I think we should set up a meeting.
Confident: Let’s set up a meeting.
- I feel like . . .
Hedging: I feel like we could find space for one more person.
Confident: We could find space for one more person.
- It would be great if . . .
Hedging: It would be great if you could turn in your application by 5:00 p.m. tomorrow.
Confident: Please turn in your application by 5:00 p.m. tomorrow.
- Should be able to . . .
Hedging: I think I should be able to finish the research phase this week.
Confident: I can finish the research phase this week.
- Basically . . .
Hedging: Basically, I’m still waiting for Tim to answer my questions.
Confident: I’m still waiting for Tim to answer my questions.
Tip #4: Craft a concise body paragraph
Be concise and add elements such as bolded font, bullet points, and underlined sentences in your body section. Some of us like to write huge chunks of text as we want to be as detailed as possible. Unfortunately most readers scan through the long paragraph and go straight to the end to read the conclusion. It is also a good practice to end the email with a call to action, a requested response date as well as make it clear that you are open to questions and follow-ups.
Source:
Why Hedging Language Undermines Your Writing | Grammarly Spotlight