While we want to answer, we don’t need to send a full essay as a reply. Reply emails can typically be either too short or too long, depending on the initial email context.
How do you know how long a response should be?
Data suggests that the ideal email length is between 50 to 125 words. However, this will depend upon the type of email, who it is from, and the email’s context and purpose. Therefore, the answer can be quite varied!
Let’s go over some different email options and how long those responses should be!
Tone is important
A considerable difference between phone calls and emails is the ability to express your tone. On the phone, someone can hear your voice. They can tell if you are happy, sad, energized, tired, etc. With an email, we don’t have that luxury.
It is essential to remember that you must do your best to convey your tone through your words with our emails. You can come across as short and irritated by only not having enough verbiage in your sentence.
Just be cognizant of how the email reads. A great tip is to read the email out loud to yourself or someone else. How does it sound when you read the sentences aloud? Do you sound the way you intend to? If not, charge the wording around.
Keep these tips in mind when writing out those important email responses!
Work emails are the ones you will want to be focused on, making sure you give a proper response. These are any emails coming from a boss, supervisor, or even a coworker that may be important and pertain to your daily duties.
Most of the time, you will want to keep those work email responses short and to the point side. A long drawn out email with tons of details will usually only be skimmed over. Plus, the person reading it may miss the important points if the email is too wordy.
Do your best to keep work responses to a paragraph at most. In most cases, this will suffice as an appropriate length for a work email response. There will be particular circumstances where you may need to give more details, but most of the office will appreciate your prompt and concise response.
Emails with tasks
Any emails that contain tasks and to-do lists will warrant an even shorter response unless stated otherwise.
When an email comes through that is merely stating a task you need to do, there is no reason for a long drawn out response. Sometimes these emails only require a response saying that you are done.
If a specific question is asked, then be sure to answer the question. If this makes the email a bit longer, that is perfectly acceptable! It is more important that you respond to specific questions if that is requested.
A personal email can result in a varied level of responses for word count. They also will tend to be quite a bit longer!
There truly is no limit for a personal email. In 2020, many people are utilizing email, and other digital forms of communication, to keep in touch with friends and family.
If you receive a long email from a parent that is several paragraphs, it would not be appropriate to respond with one sentence. You can choose accordingly with these as you will know best what type of response is necessary!
The bottom line
With less in-person communication, mastering the art of emails is a necessity. Whether it’s for work or personal emails, emails are one the fastest and most popular forms of communication.
Be sure to watch your tone, so you’re coming across the way that you want to. Otherwise, the person you are responding to may get the wrong impression!
It may be short and sweet, or long and wordy, but make sure you personalize those emails according to your needs!