HR Managers: How to Write Better Emails To Your Employees (and Candidates)

January 2, 2018

If you’re an HR Manager (or have the responsibilities of one in your organization), the chances are that your life revolves around sending lots of emails.

Whether you’re collaborating with the rest of your team organizing meetings and interviews or replying to job candidates wanting more information, emails can be time-consuming and overwhelming.

However, this is the 21st Century and there’s always a way to improve – and making a specific goal of writing better emails is guaranteed to help save you time day-to-day and be significantly more effective in your job.

Be Clear & Precise In What You’re Trying to Say

This is perhaps one of the most important aspects to consider when it comes to writing emails as an HR manager. There are so many different people that you’ll email on so many different topics that it can get confusing and overwhelming.

As a rule of thumb, keep your emails short and to the point and try to keep one subject per message to stop things getting confusing.

Choose the Right Language

Just because you know the lingo and jargon of your industry or department, that doesn’t mean that everybody does, especially when it comes to other members of the team or an external individual.

In your emails, try to choose and use language that is suitable for the person that you’re communicating with so you can be easily understood, and there’s little room for miscommunication.

Use Comedy Wisely

Including humour into your emails is risky business since you can never be sure how your reader (or readers) is going to receive it. This is especially true if you’re sharing disappointing news, talking about a serious topic or otherwise complex matter. 

Unless you’re communicating with somebody who knows you really well and understands your style of humour, it’s best to avoid it in your emails since it can result in many unwanted consequences and confusion that you can easily avoid. 

Use Online Tools & Resources

Nobody is born a comprehensive writer – it’s a skill that can take years to learn and practice. However, there is a wealth of tools that are available that can help you to remain professional, save you time and ultimately write better.

#1. Easy Word Counter

This is a free online tool you can use to monitor and track the word count of your emails actively.

#2. Cite It In

A free online tool you can use to format and position citations, references and quotes into your emails.

#3. Grammarix

A free online grammar checker.

#4. Via Writing

This online blog is full of information and resources you can use to improve your grammar knowledge.

#5. Draft
An easy-to-use web-based word processor that serves as an alternative to Google Docs or Microsoft Word. It has a clean, distraction free interface, and auto-saves your progress, just like Google Docs does.

#6. Readability Score / Hemingway App
A couple of free web apps that help assess whether your writing is overcomplicated by giving you pointers and assigning it a readability score.


Master the Art of Subject Lines

The subject line of an email is one of the most important yet most commonly overlooked aspects of writing an email and can help you be so much efficient if used properly. Typically, it’s easy to fall into the trap of using subject lines like ‘IMPORTANT!’ or ‘You need to read this now!’ but these can be easily overlooked.

“Instead, make sure you use proper and informative subject lines like ‘Meeting room is booked for 15 people’ or ‘All details about job vacancy #254’. This helps the reader get into the right mindset of reading your emails and replying properly,” shares Jennifer Ryland, an HR Manager for Assignment Help.

Don’t Sugar Coat Things

An HR Manager is a job role that typically wears many hats. Not only might you be sending out party invitations and job application replies, but you’ll also need to be the bearer of bad news. However, if you’re sending some of this information via email, you need to make sure you’re not sugar-coating things or beating around the bush.

Like many of the considerations above, you’ll need to get directly to the point quickly and honestly. Try not to leave the individual in this situation with too many questions either and include all the information you can or schedule a meeting.



Mary Walton
Mary Walton is a cover letter writer and editor at Simple Grad and Boom Essays. She blogs at UKWritings. Mary is one of writers at EssayRoo, online service.

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