By Published On: 4 December 2020Categories: Articles3.4 min read

How many project management emails do you write and send in a day?

Ten? Fifteen? Twenty?

But wait, do you always get the positive feedback you want? Probably not.

Relax, it’s normal. Some emails really have to be ignored and even go into the ‘trash’ because they are considered irrelevant to the recipient, or even considered spam because of the continuous threads being sent. This will be a big problem if you are not immediately aware of errors in the project management email that you sent.

So, today we want to share guidelines that will help you to improve the efficiencies of each of your  project management emails.

Here they are!

1. Write the Purpose of Your Email in the First Sentence

An effective and clever way to get your e-mails to respond quickly to positive responses is to pinpoint exactly what goal you want the recipient to be. The trick, after introducing yourself, you can immediately write down what your purpose is to contact them.

Here’s a example:

2. Use a Call-to-Action (CTA) Strategy

Call-to-action (CTA) is a familiar term in the marketing field that used to describe the steps marketers expect their customers to take. So, what is correlation with project management email? Of course there is, because the email you send ultimately expects an action or response via a reply from the recipient.

For example, you can close an email with the sentence:

“For further socialization, do you have about 30 minutes on this week?”


“Please let me know if you have any other questions.”

 3. Keep it Short and Solid

“A good email is one that is made by writing as much information as possible”

That’s so wrong!

Not everyone has a lot of time to do reading, researching and answering emails in their working time. Most had little time to spare for this. If you are in this condition, would you like to read emails with long and wordy writing? Certainly not!

So, try to make it easier for the recipient of the email by writing an email that is short, concise, but still ethical. In the body of the email, you only need to write your greeting, introduction, entry paragraph, and CTA. If there is detailed information that you want to convey, choose how to make the information in the form of a file or link that can be attached.

4. Pay attention to the file type in the attachment

As suggested earlier, attaching attached files is appropriate if the information you are trying to convey is too long and technical to be written in a rounded shape in the email’s body. However, there are important things that you should pay attention to when attaching this attached file.

Have you ever attached a file format that can only be opened in certain software? Like for example Microsoft Word. You should be aware that not everyone runs a compatible personal computer to open this Microsoft Word file. If you have this, it will certainly make it difficult for the recipient of the email, right?

Therefore, send your attached files in a format compatible to be opened by all types of devices. As another option, you can also attach it in the form of a link that can be easily accessed.

5. Make a Professional Signature

Customizing an email signature, is it that important? Of course!

The format of the contact and signature of professional and personal emails should certainly have a distinct impression. With the signature format below, a professional impression on the profile and the email you send is of course a big chance to form in the recipient’s viewers.

<Full Name>

<Title>, <Name or official company page>

<Personal phone number>, <Company phone number>

<Your email address>

<Instant messaging applications (WhatsApp, Telegram, etc.)>

That’s 5 tips for sending project management emails to get positive replies that you should know. Good luck!

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