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Writing Better Emails: Use More Whitespace and Other Simple Ideas
This is the first in an ongoing series of newsletters offering some simple suggestions about how to make the emails that you send more likely to be read, understood, and get a productive reply.
The Problem
Has this ever happened to you?
You sent an email where you thought you explained the topic well or asked straightforward questions, but when the person replied they clearly didn’t understand or missed some important points.
Simple changes that can make your emails easier to read
I suggest a few simple changes that can help:
- Add more whitespace
- Use simple bulleted lists
- Use a little numbering
Consider this example
Hi Mary--
I’ve been thinking about how we can back up your computer. My favorite method is to buy an external USB disk, connect it to your computer, and use good backup software that runs on a schedule to back up your entire computer to that disk. Another good option is to set you up with an online service that will back up a portion of your computer (its data only) to the “cloud.” We could also do both!
For many people that’s too much information, too densely packed.
The same message with more whitespace
Hi Mary--
I’ve been thinking about how we can back up your computer.
My favorite method is to buy an external USB disk, connect it to your computer, and use good backup software that runs on a schedule to back up your entire computer to that disk.
Another good option is to set you up with an online service that will back up a portion of your computer (its data only) to the “cloud.”
We could also do both!
The same message with more whitespace, a simple “bulleted list,” some numbering, and little bold
Hi Mary--
I’ve been thinking about how we can back up your computer.
1. My favorite method is to:
- Buy an external USB disk,
- connect it to your computer,
- and then use good backup software that runs on a schedule to back up your entire computer to that disk.
2. Another good option is to set you up with an online service that will back up a portion of your computer (its data only) to the “cloud.”
3. We could also do both!
The same message with more whitespace, a simple “bulleted list,” some numbering, and little color
Hi Mary--
I’ve been thinking about how we can back up your computer.
1. My favorite method is to:
- Buy an external USB disk,
- connect it to your computer,
- and then use good backup software that runs on a schedule to back up your entire computer to that disk.
2. Another good option is to set you up with an online service that will back up a portion of your computer (its data only) to the “cloud.”
3. We could also do both!
Why should you have to make the effort?
When this issue comes up with colleagues and clients, they often ask me, “Why should I have to make such an effort? Why can’t they just read what I wrote?”
In this situation I think it’s a good idea to make the extra effort to try to make it easier for the other person. There are many things that may affect their ability to read and understand your emails, including:
- People are busier than ever, not only with work but also with family and other obligations.
- People are overwhelmed with technology and information - Windows or Macintosh computers, iPhones, iPads, and Androids, smartphones and tablets, websites and social media, television, politics, etc.
- They probably get dozens of emails every day, as well as text messages, phone calls, voicemails, messages and information via multiple apps, etc.
- As important as they probably are to you, your emails may not be their top priority.
- The other person may not have the time or energy or motivation to read your emails carefully and thoroughly, so the easier your emails are to read, the more likely they will read them.
- They may only read the first 5 or 10 words of your message’s subject or body, and then they’ll move on unless what you wrote catches their attention.
- It’s also very likely that they’re reading your emails on a tiny smartphone screen that’s 2 to 2.5 inches wide, vs. a computer screen that’s typically 12 to 18 inches wide or larger.
I also offer the following advice, none of which is original with me:
- You can’t control or change other people. You can control what you choose to do.
- Doing the same thing over and over (e.g., writing emails with lots of information or questions packed together) is unlikely to yield different results. What have you got to lose by trying something a little different? The other person might also be grateful that you adjusted your approach.
Where to go from here
As always, if this seems too difficult to achieve on your own, I recommend that you find someone you know and trust to help you.
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