It can sometimes be stressful to stare at the computer screen and not know where to start with an email you need to send.
Some clients share with us that they hesitate when sending emails because they worry they could be judged by a conscientious boss or client. Or they’re not confident in their writing and don’t want to send a poorly written email. Others say they’re so busy that stopping to write an email is a hassle.
Whatever your concern, following the MAD email format will help you know exactly where—and how—to start your email.
Before Writing an Email
Take a few minutes before you begin to write your email to determine the purpose of your correspondence and what details you need to include. Ask yourself the following questions and quickly make point-form notes.
- What is the purpose of my email?
- What does my reader need to do with the information in my email, by when, and why?
- Who is my audience? What do they need and want to know? How can I write well for my reader?
Using the MAD Format
Follow this format to draft your email using the information from your notes.
Message—Why am I writing?
- State your message in the opening paragraph.
- Don’t get into details yet.
- Keep the opening to two to three lines.
Action—What do I need my reader to do?
- Explain the required action, which is the outcome you hope to achieve.
- Include a timeframe if applicable, and the reason for this timeframe.
Details—What details does my reader need or want to know?
- List all the details your reader needs and wants to know.
- Stick to essential information and do not stray from what is relevant to your message.
- Put the details in a logical order that will be easy for your reader to follow.
Here’s an Example
Your opening paragraph is going to state the main idea of the email message:
I have received the 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 evening appointment time to discuss your adjustment. My direct phone number is 204-123-4567.
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:
- the benefits you received from your previous employer
- contributions you made last year
Please bring any documentation you may have on these two items. Also, during the meeting, we will review our records with you to make sure everything is up to date.
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. The MAD format is concise and to the point, which is an efficiency that your reader will appreciate.
Do you want to try using the MAD format? Email us any questions you may have about business communications to administration@eclectic.ca. We’d love to hear from you.
