The Art of Concise Email Communication:

Why Less Text Is More

Written by Eliane Coudoro, Founder of Seventy Eight

In today's fast-paced digital world, attention is a precious commodity. As a professional email marketing consultant, I've witnessed firsthand how the landscape of email communication has evolved. The truth? Those lengthy, text-heavy emails you're crafting might be doing more harm than good.

The Reality of Modern Email Reading Habits

Let's start with an uncomfortable truth: nobody is reading your emails word for word. Studies show that the average office worker receives 121 emails per day. With such an overwhelming volume, people have adapted by developing sophisticated skimming techniques. They're not reading – they're hunting for relevant information.

Even as someone whose career revolves around email communication, I find myself increasingly resistant to lengthy messages. This observation led me to dive deep into why shorter, more focused emails consistently outperform their wordier counterparts.

Three Compelling Reasons to Embrace Concise Email Writing

1. Respecting Your Reader's Time Is Good Business

Time is the new currency in our digital age. Every lengthy email you send makes a withdrawal from your reader's limited attention bank. When you craft concise messages, you're essentially telling your recipient, "I value your time."

Consider this: The average professional spends 28% of their workday managing emails. By sending shorter, more focused messages, you're not just being considerate – you're contributing to improved productivity across your entire professional network.

2. Enhanced Comprehension Leads to Better Results

The human brain processes information more effectively when it's presented in digestible chunks. This isn't just intuitive – it's backed by cognitive science. When readers encounter a wall of text, their comprehension and retention rates plummet.

Brief, well-structured emails:

  • Allow readers to quickly grasp your main points

  • Reduce the likelihood of misunderstandings

  • Make it easier to reference important information later

  • Decrease the cognitive load on your readers

3. Increased Action Rates Through Clarity

The ultimate goal of most business emails is to drive action. Whether you're seeking approval, requesting information, or making a sale, your success rate directly correlates with how easily readers can identify and understand your call to action.

When your key messages aren't buried under unnecessary text, you'll notice:

  • Higher response rates

  • Faster decision-making

  • More engaged recipients

  • Better overall communication outcomes

Practical Strategies for Writing More Effective Emails

Lead with Impact

Start your emails with the most important information. This journalistic approach, known as the inverted pyramid style, ensures your key message gets across even if the reader doesn't make it to the end of your email.

Master the Art of Structural Clarity

Transform your emails into easily scannable documents by:

  • Using descriptive subject lines that preview the content

  • Breaking text into short paragraphs (2-3 sentences maximum)

  • Incorporating white space to improve readability

  • Implementing clear headings for different sections

Embrace Ruthless Editing

The secret to concise writing isn't in the writing itself – it's in the editing. After drafting your email, challenge every word and phrase. Ask yourself:

  • Is this information essential?

  • Can I say this more simply?

  • Does this contribute to my main message?

  • Would removing this affect the email's clarity?

Utilise Visual Hierarchy

Make important information stand out through:

  • Strategic use of bullet points

  • Bold text for key phrases

  • Clear section headings

  • White space to separate distinct ideas

Implementing These Changes in Your Organisation

Transitioning to a more concise email culture doesn't happen overnight. Start by:

  1. Setting a good example with your own emails

  2. Sharing these principles with your team

  3. Creating email templates that emphasize brevity

  4. Celebrating improvements in communication efficiency

The Bottom Line

In an era where attention is increasingly fragmented, the ability to communicate concisely isn't just a nice-to-have skill – it's a crucial professional competency. By embracing shorter, more focused emails, you're not just improving your communication; you're showing respect for your recipients and increasing the likelihood of achieving your desired outcomes.

Remember: The next time you're crafting an email, ask yourself if you would want to read it. If the answer is no, it's time to edit.

Your readers will thank you for it – probably in a brief, well-structured email.

Sokin * Trading.com * Wirex * IG Group * Farfetch *

Sokin * Trading.com * Wirex * IG Group * Farfetch *

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