Volume 5 Number 7
July 2009
How to Write Better Email Messages
You love how easy it is to type an email message, hit "Send" and have it appear in the recipient's inbox seconds later. But such ease and speed can be problematic if you don't observe proper email etiquette. This list of Do's and Don'ts cover the basic rules of writing email. Embrace mostof the Do's and avoid all of the Don'ts, and you're guaranteed to write better messages that get read and communicate effectively.
Do's:
1. Respond in a timely manner. If you're busy and don't have time to send a complete response right away, say so. "I got your email, but I'm on deadline. I'll get back to you as soon as I can." A short, simple response lets the sender know you received his email and aren't ignoring him.
2. Use a descriptive subject line. "Article for February newsletter" is better than "article." A blank subject line or "hi" may cause your email to end up in the recipient's trash. Also, don't type "re:" before the subject if you're initiating an email. When the recipient responds, her email program inserts "re:" before the subject.
3. Use cc and bcc appropriately. If you want to send a message to several people who aren't acquainted, don't make everyone's address public by putting them in the cc area. Some people get quite upset when this happens. Instead, send the email to yourself and include the recipients in the bcc section.
4. Use a salutation and closing. Messages without a salutation and closing seem abrupt and unfriendly, and can be perceived as unprofessional. "Hi, Lisa," Hello, Mary," "Best regards," even "Sincerely" will add the right touch of friendliness to your emails.
5. Limit your message to one topic. Limiting a message to a single topic or question makes it easier for the recipient to respond. She can focus on one subject instead of having to wade through a long, rambling message. If you have more than one topic, send separate emails.
6. Keep your message succinct. Short and to the point works. A couple of 3-4 line paragraphs should convey your message. When a longer email is necessary, to convey complex information for example, organize the information with subheads and strive to keep it short and simple.
7. Quote from the email you're replying to. Quoting provides context for the recipient. It's maddening to receive an email reply that simply says, "Yes, I think we should, too." We should what? To quote from an email, simply highlight the text you're responding to before you hit Reply.
8. Forward sparingly and strip out extra text. From time to time, you'll receive a forwarded joke or other message that you want to share. First, forward it only if you're certain the content is something the recipients will want to receive. Second, do them a favor: delete the extraneous text so they don't have to scroll through screens of junk to get to the real message at the bottom.
9. Reread messages before sending. Many people will type a quick email, and hit Send without reviewing it. If you want to avoid getting a response where part of your message is quoted and a typo you missed is front and center, take time to proofread. Read it out loud and you'll catch any glaring typos or incorrect grammar.
Don'ts:
10. DON'T USE ALL CAPS! It looks like your shouting, and it's annoying. For easy-to-read messages, use sentence case and proper punctuation. To show emphasis, make the word or phrase bold or put asterisks *before and after* it. Some programs automatically bold the phrase when you type the asterisks.
11. Don't send large attachments. Some people have a limited mailbox size, and an 8MB file could get them locked out. If you value the relationship, you absolutely do not want to cause this to happen. When you must send a large attachment, ask the recipient first. Compress the attachment if possible, and send the file during business hours.
12. Don't forward virus warnings. This is particularly true if you receive a warning and the sender asks you to forward it to everyone you know. You can confirm whether a virus is valid or a hoax at one of these sites. Symantec:http://tinyurl.com/3xh9kg; Snopes: http://tinyurl.com/hnsbb; McAfee:http://tinyurl.com/2hcb2 [Note: Because the URLs were long, I shortened them at tinyurl.com.]
However, if your computer has a virus and you think you may have sent it to others unknowingly, you should let them know—once you've gotten rid of the virus.
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