Lack of Clarity Wastes Time: 5 Essential Email Techniques

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In today’s newsletter:

• Lack of Clarity Wastes Time: 5 Essential Email Techniques

• Quote of the day: Albert Einstein

• We value your feedback - Your opinion helps us improve

• Word of the day: Skim

• Test Your Knowledge - Interactive quiz

• Whenever you are ready, here is how I can help you

Lack of Clarity Wastes Time: 5 Essential Email Techniques

How to write emails that get results in business

I work part-time as a Project Manager for an American company organising corporate events in Europe.

Most of my preparation work is done by email and I am dealing with US guests, in a different time zone, and suppliers using English as their second language in Europe. In both cases clarity is vital - a misunderstanding can cost 24 hours due to the different time zones. Sometimes the mother tongue English speaking US guests can be less clear than the non English mother-tongue suppliers.

In this newsletter, let's examine 5 techniques to improve clarity in your emails.

1. Plan Your Key Points Before Writing

What's your email's objective?

Before writing an email, you should be clear in your own mind why you are writing it. Is this email just for information or do you want the receiver to do something or many things? If there is more than one point, should you send two separate emails?

If I am asking my team to book me flights, a hire car and accommodation, I will only mention the flights in the first email, then when the flights are arranged and we know the arrival and departure times we can add in the hire car and finally the accommodation.

2. Choose Recipients Strategically

Who really needs this email? Every person you add increases the chance of confusion and delays response time.

Be strategic about who receives your email and in what capacity:

To field: The person who needs to take action. If you address two people, you might find that neither replies - each thinking the other will handle it. When action is needed, address one specific person.

CC field: People who need to be informed but don't need to act. Use this sparingly.

For example, for small budget adjustments, I warn the accounts team and CC the president. For major budget changes, I address the president directly and CC the accounts team.

The key principle: the fewer people involved, the clearer the responsibility.

3. Structure Your Content Logically

Your email should start with a personal introduction, if necessary. For example, 'My name is Iain Shirlaw from ABC Events and I am organising a corporate event in Sicily'.

You should continue with the reason why you are emailing. For example: 'We are interested in staying at your hotel and my president and I will be visiting the area on 15-17 September. Would you be available for a meeting and to show us your facilities on one of these days?'

Your email should finish with a conclusion or clear call to action such as 'Please confirm your availability before the end of the week so that we can plan our itinerary'.

This structure works because it establishes credibility first, provides context and makes the request clear, and ends with specific next steps.

4. Use White Space for Visual Clarity

Many of my Italian students start writing at the top of the page and keep writing in one paragraph until they have mentioned all their points.

This style is very difficult to understand. The problem isn't just the words themselves - it's how they're presented. Use white spaces (the areas between paragraphs) effectively for clarity. We skim read (reading quickly for context) and this is much easier when ideas and actions are separated into paragraphs.

Using the email structure from the previous section, someone can quickly identify who you are, why you're writing, and what you need them to do.

5. Proofread for Precision

Finally, proofread!

We all make mistakes including me. You should proofread the email yourself and make sure it is clear and without spelling or grammar mistakes.

You can then ask AI to check the email with this prompt:

"You are a business email proofreader. Please review this email for:

1. Clarity - is the purpose and required action obvious?

2. Grammar and spelling errors

3. Professional tone and British English usage (or American English if appropriate)

4. Sentence structure and flow

After your review, summarise in one sentence what this email is asking the recipient to do, so I can verify the message is clear."

Finally, for important emails ask your boss or a trusted colleague to proofread it.

Conclusion

Using these 5 techniques will improve your email writing and reduce the chance of misunderstandings. It should also make you look more professional.

Who will you be emailing next?

Quote of the Day: Albert Einstein

Many emails I receive are far too complicated. A simple message could be stripped down and presented in a clear way.

We Value Your Feedback!

Your opinion helps us improve and lets you suggest topics or ask Business English questions for future issues.

Word of the Day: Skim

Skim - verb - to read quickly through something to get the main ideas rather than reading every word; to glance through text rapidly to identify key information

Literal Meaning: Skim comes from the Old French "escumer," meaning "to remove scum from the surface of a liquid." Just as you remove the top layer from milk or soup, when you skim text, you take the essential information from the surface without going deep into every detail.

Business English Context: In professional settings, "skimming" is essential for managing information overload. With dozens of emails, reports, and documents crossing your desk daily, skimming helps you quickly identify what requires detailed reading versus what can be processed rapidly. It's a survival skill in the modern business world.

Exam Context: Skimming is a crucial reading technique for Cambridge exams (B2 First, C1 Advanced, C2 Proficiency). Students must quickly identify main ideas, locate specific information, and understand overall text structure within strict time limits. Effective skimming can be the difference between completing the reading paper and running out of time.

Common Business Collocations:

• Skim through reports - quickly review documents for key points

• Skim read emails - rapidly process messages to identify priorities

• Skim the headlines - quickly scan news or updates

• Skim over details - review information without deep analysis

• Skim the surface - get a general understanding without depth

• Skim for keywords - scan text looking for specific terms

• Skim the agenda - quickly review meeting topics

Professional Applications:

• Email management: "I skim through my morning emails to identify urgent messages before diving into detailed responses" (= efficient inbox processing)

• Report review: "The board members will only skim the executive summary, so make it comprehensive" (= acknowledging limited reading time)

• Meeting preparation: "Skim over the background materials before the client meeting to refresh your memory" (= rapid information review)

Business English: Interactive Quiz

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Disclaimer:

This newsletter is for informational and educational purposes only and should not be construed as financial advice. The information contained herein is generic and does not take into account your individual financial circumstances. You should always consult with a qualified financial professional before making any investment or financial decisions.

Additionally, the authors and/or publishers of this newsletter may hold investments in securities or other financial instruments mentioned herein. These are included for illustrative purposes only and should not be taken as a recommendation to buy or sell such securities or financial instruments.