No matter your role or field, from experienced executive to newly appointed VP, strong written communication sets you apart and will help you increase your influence.
Follow these steps to refine your skills:
1. Define your purpose:
Clarify your goal to yourself first—inform, persuade, or request—and let it shape your message.
Example: Imagine drafting a proposal to pitch a strategic initiative to your company’s board of directors. Your purpose is to inform them about the project’s potential benefits and persuade them to allocate resources accordingly.
Therefore, your message must focus on presenting compelling data and outlining clear objectives so that you can get their support.
2. Know your audience:
Speak their language, anticipate their needs, and address their questions upfront.
Example: When preparing a quarterly financial report for your executive team, consider how much they know about financial matters and how much time they have to review your material.
Use terminology familiar to them, provide concise summaries of key findings, and address potential questions preemptively to ensure clarity and facilitate decision-making.
3. Get to the point:
Concisely express your message within the first 40-50 words, ensuring clarity and impact.
Example: In an email briefing to your leadership team about a recent market trend, begin by succinctly summarizing the key insights and implications for your company’s strategy.
By delivering the main takeaway upfront, you capture their attention and set the tone for the rest of the communication.
See in action!
Enhance your email communication with our user-friendly template (included below), crafted to streamline your message delivery and engage your audience effectively.
Feel free to share it with your team to elevate the overall standard of written communication.
With love,
Mari Carmen
Subject: [Insert Subject Here] We will cover effective subject lines in a separate article.
Dear [Recipient’s Name],
I am reaching out to [inform/persuade/request] you about [brief description of the topic/project/initiative].
Purpose/Intention:
- My intention is to [briefly explain exactly what you need from them and by when. AKA your goal].
Audience:
- As [your position/title] at [company name], I understand the importance of [briefly describe the audience’s needs/interests]. [This is very formal, you get to adjust to your needs.]
- In considering this [request, proposal], I’ve tailored the content to [speak their language/anticipate their needs/address their questions upfront].
Key Points:
- [Bullet point 1: Key point or benefit]
- [Bullet point 2: Key point or benefit]
- [Bullet point 3: Key point or benefit]
- [Add more bullet points as needed]
Summary:
- In summary, [briefly recap the main points or call to action].
Let me know if you want to [review, hop on a call, or meet for lunch] to cover any questions or concerns. I appreciate your time and consideration. If you have any questions or require further information, please don’t hesitate to let me know.
Best regards,
[Your Name]
[Your Position/Title]
[Your Contact Information]
