Emails can be unintelligible in today's cyberspace shorthand. Messages are sent "reply to all" when that's totally inappropriate. And while email recipients are forgiving about lapses in spelling or grammar in the interest of speed, excessive informality makes many emails hard to understand.
These tips can help:
1) Keep 'em short. What's the point of speed if your emails ramble on? Office email has a specific purpose -- spur action, communicate facts, get a response -- and the odds of achieving it vastly improve if it's short and easy to grasp.
2) Compose a dynamic subject line. Subject lines are the door openers of the email world. They save both you and recipients time, get your emails read and help separate your important messages from the masses. Describe what you need in the subject line; then expand on it (but don't repeat it) in the body of your message.
3) Check your spelling. Sure, spelling spaz-outs are widely tolerated, and your office mates don't care. But emails get forwarded to clients, prospects, employees and partners, so try to look smart, not sloppy. Built-in spell checkers are no brainers.
4) Think before you click. It's way too easy to blurt something via email without thinking about it first. Temper and tone more than matter -- they are absolutely vital. Recalling an email is possible, but unlikely, so craft what you say or forward carefully -- including the list of people you send it to. Email is not private.
5) Be courteous, businesslike and responsible. Make replies timely; use an automated "out of office response" when you are away. And don't mix personal email with business email.
Action Steps
The best contacts and resources to help you get it done
Implement email etiquette rules for your business
You'll boost efficiency, protect your business from liability and make everyone look more professional.I recommend: Emailreplies.com has convincing arguments about why business email etiquette is a good idea. The site discusses the main etiquette rules and offers advice about how business owners can ensure they are followed. Be sure to check their list of the 32 most important email etiquette tips. Find further tips on how to make a positive impact with business email at emailaddresses.com.
Master the elements of email style
With proper style and etiquette, your business emails will get the job done more effectively.I recommend: The Elements of E-mail Style, by David Angell and Brent Heslop is an excellent and inexpensive little handbook that will get you well-versed on the rules of the road for the email age.
Learn about proper formatting, sending attachments and when NOT to send an email
Purdue University's Online Writing Lab (OWL) has compiled an excellent set of email do's and don't recommended by business communications experts.I recommend: The OWL web site has answers to key business email etiquette questions.
Tips & Tactics
Helpful advice for making the most of this Guide
- Develop and use email templates for frequently used responses.
- Simply reading your own email before sending it can help avoid mistakes and embarrassments.
- When sending to a group, don't show everyone's name and email in the "To" field. Either use an email program that lets you create groups, so recipients only see the group name you've applied, or use the bcc field.
- Do not write in capitals, and avoid the over-used URGENT and IMPORTANT.
- Anticipate and answer questions to avoid having to exchange further emails.
- Use proper structure and layout, and avoid using colors and inserts excessively.
- If you are sending attachments, don't forget to attach them.
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