This document provides tips and best practices for effective email communication. It discusses the importance of email as a form of business communication and outlines some key advantages such as allowing more time for responses, persistence of messages, and the ability to reach a wide audience. It then provides guidance on crafting emails for different purposes like requiring an action, posing a question, or reporting news. Key principles discussed include keeping messages short, using courtesy, grabbing attention, considering empathy, recapping long instructions, and following up on important messages.

1. Effective email
communication

2. HELLO!
I am Salvatore Vinciguerra
I got some work
experience with emails
and thought to share
some findings with you.
You can find me on LinkedIn:
www.linkedin.com/in/vinciguerr
asalvatore86
2

3. The importance of email
communication
As internet becomes accessible for more
people around the world, the need to craft
great emails increases. This digital evolution
of the letters brings with it the character of
formality, thus representing a great choice
for business-related communication.
3

4. “
“Communication works for those
who work at it” – John Powell

5. Advantages of email communication
Indirect form of communication - Less
emotional weight and more time to think
about what to write, thus improving the
overall quality.
5

6. Advantages of email communication
Persistence – We can easily store emails
and retrieve them when necessary to get
the information again.
6

7. Advantages of email communication
Productivity – Its indirect nature allows for
more interactions in the same amount of
time. We don’t need to actively wait for a
reply, thus emptying space for other tasks.
7

8. Advantages of email communication
Audience reach – With one simple email
we can reach out to even thousands of
recipients (think about CEO’s emails to the
entire company’s workforce).
8

9. ▸ Action required
▸ FYI
▸ Question
▸ Reporting
news/notices/decisio
ns
Who and Why?
▸ Customers
▸ Peers
▸ Subordinates
▸ Managers
▸ Strangers (might happen
especially on platforms
such as LinkedIn)
9
Purpose Audience

10. Action required
▸ Why is this action needed?
▸ Which advantages will it present to the
recipient?
▸ How much urgent is it?
▸ What is the degree of effort required?
▸ Consider using the email’s object field to
your advantage.
10

11. We are reviewing our communication process towards our clients and would welcome your
input.
This initiative aims to improve the tools you have at your disposal to effectively communicate
marketing offers.
We believe you should be able to count on the best possible resources. This ensures your
skills and expertise are given value and you can get the results you aim to.
Thanks to your exposition in the role, your feedback would be extremely valuable. Please,
send it before XXXX to ensure it can be adequately reviewed and included in the project.
To ease the effort, we've prepared a feedback form that you can compile. Thanks for making
this change possible.
----feedback form ----
11

12. Question
▸ Why are we asking this question?
▸ Have we already identified the desirable
answer?
▸ Will the desirable answer lead to another
question or request for an action? If so, it’s
better to include it in the same email to
avoid lengthening the entire interaction over
several hours/days.
12

13. I'd like to ask if you are able to download the
item from another device. If so, could you
please try resetting your phone completely
and make another attempt?
Should the situation persists, please provide
me with the following information to allow
me to further troubleshoot:
-info A
-info B
13

14. Report news/notices/decisions
▸ Start with good news or what can be done.
▸ If need to deliver a bad news, surround it
with good news/options/further support
(sandwich technique).
▸ If reporting a decision, explain the rationale
(where possible).
14

15. Thanks for requesting to attend our live event in the main hall. We are
glad our new announcements are of your interest and would surely
appreciate your feedback after the event. We've also included you to our
mail notification system for a guest seat for next events.
The guest list has been already communicated and cannot be changed for
security reasons, however to ensure you can see the event in real time we
are sending you a link for virtual access to our presentation.
Should you don't have access to a computer during the live stream, we
will gladly send you an email with the link to the recorded event. We are
sure you will be delighted with some surprises we will present tomorrow.
15

16. Email principles
16

17. Most people have hectic days and won’t
concentrate on reading an email for more than one
minute. Short and relevant is the key.
1. Keep it short
17

18. Remember we are talking with another person so
good manners are a must. Start with a nice
greeting and conclude with a nice personal touch.
Nobody has ever complained about too much
courtesy.
2. Courtesy
18

19. Due to the short span of attention indicated above,
we have a need to grab the recipient’s attention
since the beginning. We might hint at the content
of the email or at potential benefits that will be
explained in details later.
3. Catch the attention
19

20. Think how your email will be received. The email is
like a place you want your audience to stick to until
your message is delivered. If including links,
remember this will possibly prompt the recipient to
click on them and leave the email.
4. Empathy
20

21. Where many instructions have been provided, it
might be good to recap for recipient’s
convenience. This should not override the “Keep it
short” principle.
5. Recap
21

22. Especially for urgent and crucial matters, a follow-
up can work wonders. The email could have been
redirected to the spam/junk folder by the email
client, seen and forgot by the recipient (“I will deal
with this later” – completely forgets about it), or
might just not have been delivered at all. With a
follow-up we can either prompt a reply or
circumvent possible technical issues.
6. Follow-up
22

23. 23
Thanks for reading!
Any questions, feedback, or want to get in touch?
You can find me at:
www.linkedin.com/in/vinciguerrasalvatore86
vinciguerra.salvatore86@gmail.com