In this age of social media, there has been a definite shift in art of communication, where messages are now short and fast coming in from a multiple number of available platforms. As one of these channels, it doesn’t seem unreasonable to believe that email is losing popularity as a method of communication amongst individuals.

This makes it even more important take every detail into account when running an email campaign or newsletter. Despite everything, email messaging is still one of the fastest and most efficient forms of communication with a myriad of useful features (hyperlinks, images, attachments). The drawbacks to email stem from its speed and efficiency; it is all too easy to accidentally convey the wrong message. People who use email in their business must remember that although email is an excellent communication tool it is up to them to communicate effectively.

Here are our 4 tips to help you write email newsletters with a clear message, and without creating any confusion or misunderstandings for your readers:

1. Use the Right Words

The tone of your email can determine the decision of the person reading it. Make sure you master the art of email communication for you to have the impact you desire.The key to take away from this point is to choose your words carefully! If you are not careful with the wording of your emails, then people WILL misinterpret the tone.

The tone of your email is important, as it influences the expectation for the reader. As you would naturally tailor the content of your email to suit specific needs, whether its sales, promotions or branding, your tone should also be customised to fit the purpose of the email.

Since the recipient of your email cannot see your face or judge your tone by your body language this fact applies even more. It is so easy to send out a message that you think comes off polite and straightforward but have your recipient think that your message is overly blunt or rude. People will not have time to read your emails over and over again; so it’s essential to avoid any misunderstanding!

Here is a simple example of a message that will be well-received:

Hello [Name],
Here are some additions to our site:
- New section in the forum
- A change of server
If you have any questions or suggestions please contact me by Friday. Thanks

Here is an example a message with a blunt an aggressive tone:

The following additions will be made to our site:
- New section in the forum
- A change of server
Failure to send in any question or suggestions by Friday will result in immediate deletion so make sure properly time your submissions.

The last message comes off down-right threatening, even though it communicates the exact same thing as the former.

So what can you do to choose the right words in your email newsletters?

Know who you are addressing and set the tone accordingly: Just as in face-to-face interactions, adjust the tone depending on who you are communicating to be it: potential customers, business partners, or other businesses. You should know whether to be formal or casual.

Use precise and simple words: When it comes to using simple or complex words, just remember that you are trying to communicate with your audience, not impress them. In a similar fashion, using vague words might confuse your readers. Here is a useful link with examples of vague and precise words.

2. Pay Attention to Every Detail

Every part of your email - your preheader, headlines, subject line, and even your greetings and salutations will contribute to the voice and tone. The first thing people will see when they receive your email is the subject line and preheader, so don't think of these as throwaway items.

The preheader should be appropriate:

Start/Greetings: 'Hi', 'Hello', 'Hey' vs. 'Dear Sir/Ma'am,' 'To Whom it May Concern'

End/ Salutations: 'Cheers,' 'All the best' vs. 'Sincerely’, ''Thank You'

The subject line should be clear and concise.

Vague subject lines: Newsletter; New Product; Re: Comments Policy

Strong subject lines: Media Team alters Newsletter design; Product Launch for 01/15; 1-hour Phone Conference Q&A about Comments Policy on 11/21.

The footer should contain the usual: mailing address, website, unsubscribe link, etc. You can play around and add a couple other things such as a link or image as long as it does not divert attention away from the most important information in the message.

Remember that people are constantly being flooded with emails. The first words your recipients see should grab their attention and encourage them to open your message. To study further on this area, read our blog article on the 5 most effective words in email subject lines.

3. Before You Send You Message Put Yourself into Your Readers’ Shoes

The purpose of an email newsletter or marketing campaign should be straightforward: broadcasting upcoming sales, events, or updates. Even with something this impersonal you still run the risk of miscommunication. You already know that you must use the right words to get the tone just right. Your messages must also connect logically with a series of messages that come before. One solution is to give your latest email a once over to make sure that it ties in with previous messages. If still in doubt, you could always consult with close friend and/or business associate. That person might be able to point out any kind of miscommunication and offer an external perspective.

4. Read it Out Loud before You Send

This is a useful editing tip that will serve you well in nor only email newsletters but in any kind of written marketing communication or document. The only drawback to this method is that it might take a little bit of time, especially if you have just written a long email. It is worth the extra five, ten or even thirty minutes. When you read aloud you immediately catch errors, typos, and awkward phrases - this is important since you will not be able edit your email newsletters once they have already been sent.

Even if everything is grammatically correct, there will still be moments where your text will feel like it doesn't flow quite right. By reading aloud you get a feel for the overall 'flow' of your message. As with the previous tip, this method helps you experience your email from the point of view of your subscribers.

However if it does happen, correcting it is very simple. It is not uncommon to see newsletter authors send a follow-up email with corrections and clarification.

If you want to hear your message read in someone else's voice you could ask a friend and/or business associate to read your messages out loud or you could use a text-to-speech generator like this one.

What are you waiting for? Go out there and spread your message!

Try Emailezy for your upcoming email campaign; we have flexible plans to suit small and large scale projects, and our superior features are designed to make your campaign as quick and effortless as possible!