Writing a paper? It’s hard. Writing an email? Not so hard. Right?

As an English major and a writing tutor for three years, I know a lot about writing papers. And after spending 3 years in the business world, I also know a lot about writing emails. It’s hard to write a good paper, no one will deny that. But it’s also hard to write a good email (or, it should be, if you realize how important emails are!)

Here’s the good news: While the context and tone differ when writing an email, the same basic truths about writing a paper apply. And in a world where emails are a primary form of communication, it’s never been more important to write a good email.

So let’s dig in.

Next time you sit down to write an email, consider these 3 factors:

Audience: Is my writing relevant?

In an academic paper, your audience is the academic community and your topic must contribute to the community’s conversation about that topic. In an email, your audience is the recipient(s) and your topic must be worthy of keeping your readers’ attention.

Whoever your audience is–a boss, family member, or social contact–put yourself in their shoes. And then ask yourself these questions:

• Is she familiar with the topic I’m writing about, or do I need to give background information?
• What are his goals and interests, and how can I connect my idea with these?
• How much time will the recipients have to read this email?

Adjust the length, structure and content of the email to make it easy for the person to understand why you’ve emailed them. Having a clear point and relevant message will improve your chances of getting the response you’re looking for.

Argument: Is my writing clear?

In an academic paper, each paragraph has a topic sentence which states the point of that paragraph. In an email, your point–the topic sentence–should come as close to the beginning as possible. (It can even come in the subject line.) The rest of the writing should back up that point, with the connection to the point made clear each step of the way.

Ways to make sure your writing is clear:

• Have a co-worker or friend review your email before you send it.
• Review the draft yourself a few hours later or the next day, to see if what you wrote still makes sense.
• Look for sentences or phrases which add little to the message. Take them out.

It may seem tedious to go through these steps, but an unclear email will not get you the results you want. Put the work in on your end to make your message clear. Your reader will thank you.

Authority: Is my writing convincing?

In an academic paper, you are taught to present your points as though you’re in a courtroom, making a case for your argument. You may bring up other sources and authorities, but you are the one in charge, and it’s your ideas which are being scrutinized. In an email, you are the sender. It’s your name that appears in someone else’s inbox. Own your moment in the spotlight!

Writing with authority means not apologizing for bothering someone with your email. It means asking outright for whatever help, feedback or response you’re after.

Ways to add an extra touch of authority to your writing:

• Greet the recipient directly (Hello, Susan; or Good morning, Mike.)
• Include a signature at the end of your email, including your full name, job title and company. If this is a personal email, create a separate signature to use for personal correspondence.
• Review the email for typos, incorrect punctuation or poor wording. These will detract from your reputation and message.

When you write with confidence, people will consider your ideas more readily. Even if you’re unsure of yourself, writing with authority will bolster your confidence.

Is that It? 

Writing good emails won’t come easily. Just as it took you years to learn how to write a five-paragraph essay, it will take time to learn how to write a good email. But once you learn how to transfer what you know about academic writing to this non-academic writing, you’ll be surprised at how well your ideas are received and acted upon.

How much time do you spend crafting emails? What works well for you? Share your answers in the comments.