We’ve all used acronyms at one point in time to remember bits of information (remember elementary school days when you memorized ROYGBIV to learn the colors of the rainbow?)  Labeling information in an easy-to-remember format does just that—it makes it easier to remember. That’s why OPTTRP (pronounced opt-trap) provides a simple solution to remembering the basic elements any business or work-related email should contain. Sending clear messages requires a clear format and OPTTRP covers all you need to know about writing effective emails that communicate your message clearly.

OP: Organizational Purpose
Aside from last week’s suggestion to always open a work email with a friendly greeting, the next item included in an email should be the organizational purpose. The organizational purpose states what the intentions of the email are and the reasons for writing. The purpose defines the context and explains necessary rationale for any upcoming requests. While it may seem obvious why you are writing the email, it may not be so obvious to the receiver.

If I am emailing a client, for example, I might begin by writing something like “As we discussed earlier on the phone, attached is the contract for our upcoming newsletter project.” While I could assume that my recipient knew the purpose of the email, I’ve eliminated any assumptions by reminding him of our earlier conversation and the ultimate purpose of delivering the contract.

TT: Technical Task
Once the framework has been established, the next article to include in an email is the technical task. This is the action or undertaking you are asking the receiver to complete.

Building off the above example of sending a contract to a client, my technical task is to outline the procedures for signing and returning the contract and ask that the client do so within a reasonable timeframe. Identifying the task explicitly avoids ambiguity and follows a logical approach since I have already set the stage with the organizational purpose.

RP: Rhetorical Purpose
After the technical task has been outlined, ending the email by asserting the rhetorical purpose is often beneficial, especially if the receiver is someone you are newly in contact with. In essence, the rhetorical purpose can serve to recap the organizational purpose or extend beyond that to define long-term goals.

In the sending a contract to a client example, my rhetorical purpose is to create a long-running relationship with that client and to become their go-to writer. Adding a line or two at the end of the email indicating my enthusiasm in working together is one way to define the rhetorical purpose of not only this one specific email, but to many more communication exchanges to come.

Whenever in doubt of how to begin writing a business email, follow the OPTTRP rules and remember each element need not be lengthy—it just needs to communicate clearly your purpose, the task, and the rhetorical outcome of those items.

In the course of one day, our attention gets redirected to hundreds of thoughts, ideas, projects, budgets, meetings, phone calls, emails, and other mind-grabbing tasks. In the midst of a multitasking business world where our focus shifts by the hour, content can often be left unchanged without even so much as a minute update. Whether it is a web site, brochure or rack card, pay close attention to what your copy says and see if it pleads guilty to any of the following:

1. Dated
 When was the last time your content was reviewed for accuracy? Industries do not stagnate, they evolve; and so should your business communication. But, it is easy to become complacent with content. After all, if it’s been around for so long it must be doing something right, right? Well, that may be true to some degree, but certain details can require routine updates.

Have you just introduced a new product or service or added more layers to your business? Let your clients know! The tools you use to communicate to your market should display the essentials of your business and be updated each time a big change occurs.

2.  Boring
Let’s face it—the world we live in is in a constant flux of sensory overload. Turn the television on and you’ll know what I mean. Businesses now have to compete in a social media frenzy space where words mingle with YouTube videos and podcasts. Drab content loses a reader in less than ten seconds and if that’s all the time you have to impress, your words better be stellar.

Business communication doesn’t have to be a circus of flashiness, but it does have to showcase why a business is unique and offer compelling reasons why a customer should want to do business with you.

3. Cliché
Take a quick look at your competitors’ promotional materials. Now look at yours. If they share eerily similar quotes, phrases, and words you may be in need of some serious cliché cutting.

A quick fix for this is to show your market how you differ from competitors. What do you offer that they can’t? Use this as the starting point in revising promotional copy.

4.  Vague
Vagueness litters words, but lacks substance. Words fill a brochure, but the reader is still not clear on what the business offers. Don’t dance around an issue—tell your audience exactly what you want them to know. Are you offering a discount on your services? Tell them as much.

Be specific with details, dates, and examples as needed.  Don’t assume your readers will “get it.” When it comes to written communication, assumption is a dangerous rock to climb.  Leave the guesswork out for the reader, and tell them exactly what you want them to know.