Do you sometimes pause before you send out an email because you don’t know where to start, or how to start? You will no longer have these concerns if you follow what is known as the MAD email format.
MAD is an acronym for Message – Action – Detail. Whenever you initiate correspondence by email, use this format.
Your opening paragraph is going to state the main idea of the email message: “I have received your documents that you submitted for your insurance policy adjustment. There are two things related to your adjustment that we need to discuss.”
Then, in the next paragraph, give the action(s) that you want the reader to complete: “Please call me by Friday, May 18 to set up an appointment time to discuss your adjustment. My number is 123-4567.”
After you’ve stated what you want the reader to do, give the details related to your main message: “The two things we need to discuss are:
- benefits received from your previous employer
- contributions you made in 2011
I understand that it’s not convenient for you to come down to the office during the day, so I thank you for your understanding.”
And that is a brief example of the body of an email using the MAD format! What’s great about this format is that as soon as your readers open the email, the message and action are directly in front of them on the screen.
With this format, readers don’t have to read through details that may or may not be important to try and understand the message. And they don’t have to scroll through the email to find out what you want them to do. The benefit to this format for you is that it greatly improves the structural quality of your email.
To create this organization, ask yourself:
Why am I writing? (Message)
What do I need my reader to do? (Action)
What details does my reader need or want to know? (Detail)
