I don't need the chatgpt random algorithm to write emails for me because I already have a custom and 100% flawless algorithm called "writing the exact same three emails with the names changed"
#1: "hi [landlord], hope you're doing well! [apartment thing] is [broken/a problem]. we need it [fixed/replaced/handled] by [date]. let us know when you'll send someone over so we can be here to let them in. thanks so much, [op]"
#2: "hi [professor], hope you're doing well! unfortunately, I'm [sick/stuck at work/dead] and won't be able to submit [assignment] by [due date]. could I please have an extension? if not, is there anything else I could do to make up this credit? thanks so much, [op]"
#3: "hi [customer service person], hope you're doing well! unfortunately, [product] [didn't arrive/is broken/wrong color/gave me a rash/poisoned my crops] and I'd like to receive a [refund/replacement]. here is the documentation of the order and photos of [broken thing/wrong thing/my rash/dead crops]. thanks so much, [op]"
"but op I work in an office I have to write way more emails than you" well that's your fault for working in an office i got nothing to do with that
Writing an email is so easy and I will tell you how it's done. This is the advice is for everyone with an email job, but you can apply it to normal human interaction.
The FIRST SENTENCE is the thing you want the recipient to do. Do not make them guess.
I want to let you know about ... (This email is to inform someone of something not to ask them to do anything)
Could you please do ... (This is a request. You want them to do something).
I'm looking into x and wondering if you can help me (this is also a request but for information instead of an action).
People do not want to read an email and even if they do read it, most people are skimming and not interested. Tell them what you want first, then provide context or other information (when you need a thing is often key). If the email is informational, you can even add "you don't need to do anything, this is just to keep you informed!" People will appreciate not having to figure out what you want from them.
If you can't articulate what you want the recipient to do with the message, you are not ready to email them. I read too many emails where I have no idea what the person wants from me.
Put the most important thing first and everyone will be impressed! AI cannot do this for you because it can't tell what's important! Only you know that, which is why you must write your own emails.
to everyone who wants help with emails: go through the notes of this post. there are ideas I've never thought of and plenty of scripts for all kinds of situations/jobs
I agree with everything above...also here are my tips:
Subject lines
Use the same format for subject lines [what you need e.g. FYI, For Action, For Decision, etc, a short specific topic optional: a deadline, a file or log number
if this means replacing the FW or RE that gets added automatically or even changing a bad subject line from prev, DO IT. Your future self and anyone looking through your records will thank you. The original subject line will be in the body of the email as the chain...so it can still be searched.
if you are applying for a job and there is a reference number, add it, working with a ticketing system or log, add the number]
Address Fields
TO
To: people who need to take action or are being addressed directly
BCC
almost NEVER USE BCC in an office setting. It is better to send the original and then forward the sent version for info and with a personalised not outlining why you are including them outside of the email chain. If you BCC - you should reach out to the person to tell them why.
Exception:
Use BCC when sending emails to large groups where you don't want people to accidentally reply all (they will).
In this case, specify in the body of the email which group(s) the email was sent to.
For Example:
To: All delegated managers
To: All staff
To: All staff located in the province of Manitoba and their supervisors
CC
Always plan to CC anyone you mention in the email and/or your team/generic account. This makes you think more carefully about what you are saying - it also is a flag for you to think even more carefully about what you are saying if you decide to not to cc someone mentioned:
...should this be a call or meeting instead of an email?
...should I use titles/roles/team names instead of names
..how would I feel if this email got forwarded to this person?
Is it better for the recipient to share it (even if it is the recommended next step)?
I also sometimes put a note at the top of the email to the people in cc to explain why I chose to include them; ideally I include reference to their role or title.
When I do this, I use a standard and typically divide the note from the "real" email with a horizontal line.
Note for those in cc: I've included you as a heads up/so you can support/for your records/ etc
____________________________
Hello XYZ's,
Body of the Email Tips
Follow the email standards / best practices set by your organization; if you don't agree with one and have a good reason - raise it and find out the process (even if it is unofficial) to get the standards changed; at the very least raise it with you team/boss and decide together if you are going to follow it or not.
If there are no standards, advocate for at least your team developing some and if they are resistant...come up with your own.
Use short paragraphs or bullets
People hate reading the previous emails in the chain...if it's important they read it..restate it in your note..or make your note super super short and direct people to the prev note (only if the prev is written really well and all you're doing is approving or passing it on)
Generally assume the best of everyone involved in the chain
If you need more information, spend time structuring your questions carefully. The order and how they are constructed can save you huge amounts of time in the future. Try to avoid asking questions you can research or have already been answered. If you need something confirmed / expanded state what you know, what you guess, and ask for confirmation / additional info on top of that. Books like Brainfishing or blog posts about how to ask questions can help you refine your approach. I'm REALLY good at this and I still have lots to learn.
Give people an option to answer by email or in a call/meeting. If they chose the second, take notes and send a copy after (forwarding your original email)
Use your signature block - if your email allows you to have a few...use the functionality so that you have an internal one (include your current title always) and a formal one (may include more info like your department, address, etc)
Remember - writing something can make it true within an organizational context. So use this power wisely. Making something true can be very powerful and important...or can create havoc.
Add sub headers. Ones I use regularly:
Context
Recommendation
Options
Next Steps
Resources
