In the digital workspace, effective email communication is a cornerstone of leadership, particularly for non-native English-speaking professionals.

An essential aspect of this is paragraph structure—short and succinct is the way to go.

Here's why being concise and optimizing your structure will make your emails more effective:

Enhance Readability

In the mobile era, lengthy paragraphs can become impenetrable blocks of text on a small screen.

Shorter paragraphs, limited to 1-3 sentences, foster a smoother reading experience.

They're not just easy on the eyes but also respect the reader's time—a reflection of thoughtful leadership.

For example, let’s refine a typical email:

Before Optimization:

Hey Seung,

I wanted to reach out and see if you had a chance to review the proposal I sent over last week. Specifically, I need your team’s data for the graph on the second page. I also need your feedback regarding the project timeline. I would really appreciate your feedback on it by the end of the week. Let me know if you have any questions.

Thanks,

Silvia

After Optimization:

Hey Seung,

Quick check-in on the proposal from last week:

• Could you provide your team's data for the second-page graph?

• What are your thoughts on the project timeline?

Your input by Friday, Jan 20th, would be invaluable.

Feel free to reach out with any queries.

Warm regards,

Silvia

By simplifying the message and formatting it in a more reader-friendly way, you not only make your emails scannable but also actionable, which is key for busy professionals.

Increase Response Rate

A well-structured email prompts action.

When recipients can quickly identify what’s expected of them, they're more likely to respond in a timely manner.

Short paragraphs signal clarity of thought and decisiveness—qualities of a strong leader.

Embrace Mobile Formatting

Considering many professionals manage emails on their phones, formatting your message for mobile ensures your communication is always reader-friendly.

Even single-sentence paragraphs are acceptable. They appear more expansive on a phone, providing a comfortable reading pace.

Actionable Tips

• Prioritize the main message at the beginning of your email.

• Use bullet points for clarity and emphasis.

• Highlight deadlines or action items in bold to draw attention.

• Practice rewriting lengthy emails into concise versions to improve your skill.

Keep Learning

Don’t stop here—learn 20 email expressions to ask for clarification. Click here to dive in!

Also, download your free audio training of the three must-know leadership communication skills for non-native speakers here.

Eliminate Email Anxiety

If you want quick results, you need my email mini-course!

Designed for busy people, this streamlined course will teach you how to write emails that make you look and sound more professional - all in less than an hour.

Whether you’re following up on meetings, pitching ideas, or streamlining daily communications, these skills will elevate your email game.

• Time-Saving Techniques: Streamlined tips that help you write faster without sacrificing quality.

• Step-by-Step Guidance: Clear instructions for crafting concise, impactful emails that stand out in crowded inboxes.

• Etiquette Best Practices: Learn the do’s and don’ts of email etiquette to build trust and professionalism in your communication.

• Instant Readability: Discover how to format and simplify your emails so they are easy to digest and act on.

• Results with Every Email: Improve your communication skills to ensure your emails prompt action and get the responses you need.

"I regularly write business emails to international clients, but in the past, I did not know how to structure complex topics. 

Tannia has shown me different methods to help me write concisely without leaving out important information and use clear structure. Now, I save a lot of time when I write work emails." - Chris G.

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