Things to consider before you write an email:

Who are you writing to?

Some people think of email as a quick and informal form of communication — a way to say “hello” or to ask a quick question. However, others view email as simply a more convenient way to send a formal letter. Either can be right...depending on who you're sending the email to and the purpose of the message.

A message like this one might be OK to send to your friend, but not a teacher or employer:

Hey Joan,

Do you know what the assignment is about? Can U help me?

M

To ensure that your message is appropriate (serves your purpose), use the following questions to help you think about your audience:

• Who is your audience?
• What is your audience’s relationship to you—for example, are they your teacher? Your boss? A friend? A stranger? How well do you know them? How would you talk to them in a social situation?
• What do you want your audience to think or assume about you? What kind of impression do you want to make?

Starting an email:

Subject Lines — Always use them!

• Email subject lines are like newspaper headlines. They should briefly summarize the main point of your message and be as specific as possible.
• One-word subjects such as “Hi,” “Question,” or “FYI” are not useful or helpful to the reader.

Writing an Email:

The Greeting — it matters!

• Use some kind of greeting and closing/sign-off. Don’t just start with your text, and don’t just stop at the end without a polite closing & signature.
• It's OK if you don’t know the person well and are unsure how to greet them or sign off. When in doubt, address someone more formally to avoid offending them. Some common ways to address your reader are:
  • Dear Dr. Smith,
  • Hello, Mr. Scronson,
  • Hi, Mary Jane,
• If you don’t know the name of the person you are addressing, or if the email addresses a diverse group, try something generic, yet polite:
  • To whom it may concern,
  • Dear members of the selection committee,
  • Hello, everyone,

The Body (Content) of the Email:

• Briefly state your purpose for writing in the very beginning of your message.
• Be sure to provide the reader with some context. If you’re asking a question, cut and paste any relevant text (for example, computer error messages, assignment prompts you don’t understand, part of a previous message, etc.) into the email so that the reader has some frame of reference for your question. You don't want the reader confused about what you're asking about.
• When replying to someone else’s email, it can often be helpful to either include or restate the sender’s message.
• Use paragraphs to separate thoughts (or consider writing separate emails if you have many unrelated points or questions).
• Finally, state the desired outcome at the end of your message. If you’re requesting a response, let the reader know what type of response you require (for example, an email reply, possible times for a meeting, a recommendation letter, etc.) If you’re requesting something that has a due date, be sure to highlight that due date in a prominent position in your message. Ending your email with the next step can be really useful, especially in work settings (for example, you might write “I will follow this up with a phone call to you in the next day or so” or “Let’s plan to further discuss this at the meeting on Wednesday”).

The Closing/Sign-off — it matters too!

• Your closing/sign-off is important because it lets the reader know who is contacting them. Always sign off with your name at the end of your message.
• For your closing, something brief but friendly, or perhaps just your name, will do for most correspondence:
  • Thank you,
  • Best wishes,
  • See you tomorrow,
  • Regards,
• For a very formal message, such as a job application, use the kind of closing that you might see in a business letter:
  • Sincerely,
  • Respectfully yours,

Before sending the email:

Questions to consider before pressing send...

• Is email the best way to communicate this message, or is it better to do it with a letter, phone call, or face-to-face meeting?
• What is my purpose for sending this email? Will the message seem important to the receiver, or will it be seen as an annoyance and a waste of time?
• Is the tone and style of writing a good fit for my audience?
• How will my message look when it reaches the receiver? Is it easy to read? Have I used correct grammar and punctuation? Have I divided my thoughts into separate paragraphs? Are important items, such as dates, highlighted in the text?
• Have I provided enough context/information for my audience to easily understand or follow the point of the message?
• Did I identify myself and make it easy for the reader to respond?
• If I had attachments, did I attach them?

Positive communication enhances interactions and builds stronger relationships.

Here are some key examples of positive communication techniques:

• Active Listening: You engage fully by nodding, maintaining eye contact, and summarizing what the other person says. This shows you value their input.
• Affirming Feedback: You provide constructive comments that highlight strengths while suggesting improvements. For example, saying “I appreciate your effort on this project” boosts morale.
• Open-Ended Questions: You encourage deeper conversations by asking questions like “What do you think about this approach?” This invites others to share their thoughts.
• Using “I” Statements: Instead of blaming, express feelings using statements such as “I feel overwhelmed when deadlines shift.” This reduces defensiveness and promotes understanding.
• Nonverbal Cues: Your body language matters. Smiling or leaning slightly forward indicates interest and openness during discussions.

Types Of Positive Communication Examples

Positive communication takes various forms, each contributing to stronger connections. Understanding these types can enhance your interactions significantly.

Verbal Communication

Verbal communication includes spoken words that convey messages clearly and respectfully. Examples of effective verbal communication include:

• Compliments: “You did a fantastic job on that project!” This reinforces positive behavior.
• Affirmative Feedback: “I appreciate your effort in our group discussion.” It shows recognition.
• Open-ended Questions: “What are your thoughts on this issue?” This encourages dialogue.

Non-Verbal Communication

Non-verbal cues often communicate feelings more powerfully than words. Recognizing these can improve understanding. Key examples include:

• Body Language: Maintaining eye contact demonstrates attentiveness.
• Facial Expressions: A smile conveys warmth and openness.
• Gestures: Nodding while someone speaks shows agreement or encouragement.

Utilizing supportive non-verbal signals enhances the message you’re trying to share.

Written Communication

Writing effectively also plays a crucial role in positive exchanges. Clear written communication can lead to better comprehension. Notable examples encompass:

• Thank You Notes: “Thank you for your hard work; it made a difference.” Such notes acknowledge contributions.
• Encouraging Emails: “Your input is valuable; let’s collaborate further.” This demonstrates inclusivity and respect.
• Constructive Critique: “I noticed some areas for improvement, but overall, great effort!” Balanced feedback promotes growth without discouragement.

13 Steps for Communicating with Confidence

1. Communicate Clearly
2. Use Specific Language
3. Provoke Questioning
4. Use Emotional Intelligence
5. Respond to Conflict
6. Show Some Assertiveness
7. Show Empathy
8. Practice Self-Awareness
9. Maintain a Positive Attitude
10. Body Language and Mannerisms
11. Be Approachable
12. Maintain Eye Contact
13. Listen - Don't Just Talk

Top Five Communication Techniques to Excel in an Interview

Interviewing is one of the most common high-stakes, high pressure situations we have all experienced. Preparing before the interview and honing your communication skills can mean the difference between walking out of the interview feeling confident that you made a great impression or second guessing the whole experience. Being aware of some of the most common interviewing mistakes and taking time to ready yourself are great ways to ensure your next interview is as successful as possible.

Keep in mind that on average, 250 resumes are received for each job opening, and with only 4-8 applicants being selected for the interview, you have to stand out from the crowd.

• Did you know…
  • 67% of interviewers say that poor eye contact is the most common non-verbal mistake.
  • 33% of interviewers know within the first 90 seconds of an interview whether they will hire someone.

Whether you’re interviewing for your first job or looking to land a new position with another company, mastering these interviewing techniques will be essential in making a lasting impression on your potential employer.

1. Shake hands with confidence – This may seem obvious, but it is one of the most forgotten gestures when entering an interview. Always shake your interviewer’s hand when greeting them for the first time. If you enter a room and the interviewer is already seated at a distance where you are unable to shake their hands, still acknowledge their presence by making eye contact, smiling, and saying hello. Never assume the interviewer knows (or remembers) your name and be sure to repeat your name clearly and slowly as you shake their hand.

2. Listen first, then speak – Listen fully to every question. What you think they may ask may be different than what is actually asked. Answering a question incorrectly because you did not comprehend the actual question can signal to the interviewer that you do not listen and/or have an inability to follow directions. If you do not understand the question, it is always better to ask for further clarification than to answer a question without fully understanding. When responding, don’t be afraid to ask for a minute to collect your thoughts. Take this brief time to calm your body and release any tension you may be feeling. For more information about readying your mind and body to communicate effectively.

3. Provide clear and poignant responses – Answer the question and only the question being asked. Try not to provide too much detail or be too long-winded. If you are asked a more general or open-ended question, use this time to elaborate by providing relevant and professional examples. Also, avoid using jargon that your employer may not understand. This includes explaining any acronyms you use and being sure to use language that resonates with the employers. This is where doing your research before the interview comes in handy. Whenever possible, find ways to weave in industry-specific terms and especially terms that were used in the job description or job posting you applied to.

4. Ask engaging questions – Employers often do rule out candidates because they felt that they were not enthusiastic or interested in the position. Always have at least 2 questions ready to ask the interviewer to convey your interest in the position and in the company. If all else fails, here are a few great questions you can ask any interviewer, and their responses can give you good insight into their company, the work environment, and the position.

• What three traits would someone need to succeed in this role?
• What do you enjoy the most about working for this company?
• Why is the position vacant?
• What traits or behaviors do not work well for this position?

5. Seek ways to improve – You may not land the job from your first interview, but you can always work to improve your interviewing and overall communication skills. There is a master communicator within you that can be developed over time with practices and guidance. Having practice interviewing sessions with friends or recording yourself as you respond to common interview questions are great ways to gain insight into how you can improve your tone, delivery, and nonverbal communication.

• How to Articulate Your Thoughts More Clearly (video)
• Seven Tips to Improve Communication Skills & Speak with Confidence (video)
• How Interviewers Know When to Hire You in 90 Seconds 
• 11 Interesting Hiring Statistics You Should Know