Summary

The article outlines five techniques for writing impactful emails by adopting communication strategies often observed in white-collar professionals, focusing on empathy, personalization, and engagement.

Abstract

The author reflects on the cultural differences in communication styles encountered after moving to Australia, particularly the conversational approach of white-collar professionals. The article emphasizes the importance of genuine inquiry and personal connection in email communication, contrasting direct statements with more engaging and empathetic questions. It suggests writing emails as one would speak, with a conversational tone that reflects genuine care. Proofreading for grammar and clarity, showing empathy, and telling a story within the email are also recommended to foster positive responses and build rapport. The use of idioms is advised with caution, to add color to the language while ensuring understanding. The article concludes that practice and mindfulness in email writing can significantly enhance engagement and connection with the audience.

Opinions

The author believes that the way most white people communicate in Australia, with courteous small talk, is effective in building deeper relationships.
Direct statements in emails are seen as impersonal and lacking emotional value, whereas questions invite interaction and acknowledge the sender's limitations in knowledge.
Personalizing emails and composing them as if speaking to the recipient can make email writing more natural and reflect true compassion.
Proofreading is essential to maintain professionalism and avoid common mistakes that can detract from the message's effectiveness.
Showing empathy in emails, through choice of words and consideration of the recipient's situation, can trigger positive neurological responses and foster cooperation.
Telling a story in an email can capture attention and involve the recipient in problem-solving, making them feel part of the solution.
Idioms can be engaging and create a sense of community when used correctly, but their misuse can be alienating.
The author stresses that there is no shortcut to mastering email writing; it requires practice and a commitment to continuous improvement.

5 Easy Email Writing Techniques From White People

It has nothing to do with English

When I moved to Australia a few years back, I observed the subtle differences in the way most white people (native English speakers) talk. I am not referring to pronunciation, accent, or vocabulary. I am talking about the art of communication that would yield responses. I learned how a simple, courteous question inquiring someone’s well-being can go a long way in building a deeper relationship. In India (where I come from), we don’t usually get into small talks with strangers. It is just not a part of our culture or social code. So, it felt strange in the beginning (it still does at times when I am in a hurry or preoccupied with a chain of thoughts) but, I also understand some of the values that drive this behavior. I am going to share some of these insights with you in this article.

I learned how a few words could significantly alter the way you communicate.

Here’s an example.

Instead of saying, ‘Please reach out in case you need any assistance,’ one of the senior leaders in my organization (who also happens to be the inspiration behind this article) says it like this —

“You are not alone, there is help when you need it, you just need to ask. The only reason I can sleep at night is, I believe you know that already. If anyone remains unsure how to get support or is being stoical, send me an email or call and we can talk, quite honestly my own mental well-being relies on you knowing you can.”

Do you see the difference in both statements? While the essence of both the sentences is the same, the first one seems direct, impersonal, and has no emotional value attached to it. The second sentence, on the other hand, connects to the reader — it tells them the sender genuinely cares.

Based on my experience of working with many such inspiring leaders, I have listed five tips on how you can write emails that leave an impact.

Always use questions instead of statements.

Statements have a presumption behind, whereas questions allow the space for interaction. Also, there is always a tendency to reply when someone asks a question, whereas a statement can get ignored. Questions also indicate that you acknowledge you do not know everything (even at times when you do.) Ask questions using words such as — “Is there a reason why …, ” “Do you mind …,” “Can you confirm my understanding regarding…?” It also sets the tone a more collaborative tone for all future discussions.

Write the same way you’d talk to a person.

If you can only implement one technique, practice this. People read emails like the sender is talking to them. So, why not compose your emails in the same manner? Personalize your emails. Show you care. No, not really. I take that back. Care for them in reality, and that compassion would reflect in your emails. Email writing would become effortless.

Proofread your email twice before you hit send

Emails are an official piece of communication — you must correct you’re’ (‘your’) grammar because even if it gets overlooked by many, it shows your clumsiness. Use the ‘grammar and spell’ check function if you are using Outlook or use an app compatible with your organization’s email application. Additionally, avoid a few common mistakes such as,

Overusing the same word
Using jargons which might be unfamiliar to the other person
Not introducing oneself (in case the recipient doesn’t know you)
Using complex compound sentences

Show empathy where possible

Your choice of words matters a lot — ‘When you have a moment, would you mind sending through,’ sounds a lot better than a direct & cold ‘Can you send me that file?’ Similarly, use phrases that show empathy — ‘Understand you are extremely tied up,’ ‘Appreciate your support,’ ‘Please let me know.’ These words have a high emotional value attached to them. These words trigger the release of oxytocin in the brain of the recipient, helping you obtain a positive response from them.

Tell a story

We might have developed world-class communication technology, yet we haven’t yet mastered the art of conversation. We can write complex codes, but when it comes to emails, we still can’t write in plain English. Again, it’s not the semantics that matter; it is how you convey your message in a simple structured manner that would yield the desired response. Most times, we are problem-solving on emails. Yet, we spend little to no time in defining the problem. And, even when we do, we assume people are aware of the issue at hand. However, simplicity lies in assuming people know nothing about it. Tell them a story — it would instantly draw their attention. Make them an accomplice to your story — they might run the show for you. Everyone likes to be part of the solution. Show them how they can help.

Thank you for reading thus far, if you are still on this article, here’s a bonus technique.

Use idioms wisely

White people tend to use a lot of idioms in their vocabulary. While this comes naturally to them, it may not be easy for everyone else, especially if English is not your mother tongue. However, idioms are quite catchy and grab the attention of the reader instantly. It also resonates with the people and instills a sense of community. But use them only if you know its meaning or else it can be off-putting. As they say, a little learning can be a dangerous thing.

Here’s a link to the top 150 most commonly used expressions.

Final Thoughts

There is no easy way to write emails. The only way to get better is to practice more. Be mindful of the mistakes you make and try to improve them.

By writing your response as though you are conversing with that person, your engagement level would shoot up.

By asking questions and showing empathy, you would come across as a thoughtful, considerate, and approachable individual.

Lastly, by taking creative liberty, compose emails to tell a story, maintain a structure, and use idioms where appropriate, you’d be able to connect with your audience.