Have you ever opened an email and found it to be the size of a short novel? Did it make you want to close it up and not read a word? Now have you ever sent one of those emails?

Sending enormous emails is not ideal. Email works best when it is brief and to the point. Earlier this year I wrote on an article on my website about email etiquette. In that piece, I shared several tips on how to craft your messages to avoid the enormous emails problem. Below is that section from the article.

Well, there is no hard and fast rule on the maximum length of an email, there are general guidelines based on purpose, content, and preferences of your audience.

1. Brevity is Key: Aim to be clear and concise in your communication. Most people appreciate emails that get to the point without unnecessary details. If you have multiple topics to discuss, consider breaking them into separate emails. This helps the recipient to absorb information more easily.
   
2. Use Paragraphs and Bullets: Organize your content into short paragraphs and use bullet points to make the text easy to scan for recipients to grasp the key points quickly.
   
3. Avoid Information Overload: Too much information in a single email can be overwhelming. Focus on the most important details and provide additional information or attachments if needed.
   
4. Effective Use of Hyperlinks: Instead of including lengthy information within the email, use hyperlinks to direct recipients to additional resources or details.
   
5. Closing and Call to Action: Clearly state your closing remarks and any necessary calls to action. Be specific about what you expect from the recipient if any action is required.
   
6. Proofread and Edit: Before sending, review your email for unnecessary information or repetitive content. Edit for clarity and brevity.

One final point. If you need to share large amounts of information through email, consider sending it as an attachment. Whether as a Word of PDF document, it is easier for the recipient to open the information in a more readable application and print out cleanly if needed.

To learn more about effective email etiquette, please read the rest of the article on the Efficient Librarian website.