Email is one of the most frequently used forms of communication in the business world. The more we use it, the more it seems we stray from formal writing. The following list includes tips to writing more professional and effective emails. Feel free to add your own tips to the list.
1. Keep your message short and sweet. People don’t want to read unnecessary information. If it can’t be summarized easily, it might be worth a phone call or face-to-face conversation.
2. Use proper spelling, grammar and punctuation. Write an email as if you are writing a formal letter, especially if you are writing to someone outside of your organization. Always reread for typos and to make sure your point is clear. If you feel you have spent a lot of time editing, save it as a draft and go back to it later. You may catch things that you previously scanned over.
3. Keep your emotions in check. People sometimes find it easy to say things in electronic communication that they would never say to someone’s face. Avoid “flame mail”—if you receive an email that concerns you, have a conversation with the person. You may find that it is all a misunderstanding. Remember—once you hit send you can never take it back.
4. Use the high importance button sparingly. It’s kind of like the boy who cried wolf. If you use it too much, people will think that none of your messages are important.
5. DON’T WRITE IN ALL CAPS. This gives the feeling that you are yelling at someone.
6. Include contact information in your signature. Some things are not easily solved by email, and there may be instances where people need to call you or even mail something to you.
7. Include a subject in the subject line. This makes it easier for people to reference your emails. If you are emailing someone on a different subject than a previous correspondence, open a new email to avoid confusion.
8. Keep formatting simple. Avoid using fancy backgrounds and crazy fonts. Some email systems only recognize simple text, so they may not be able to recognize the font in your message, making it impossible to read.
9. Keep attachment file sizes to a minimum. If you are worried the recipient’s system may not be able to receive large files, make arrangements to send them a disc or post to a sharing site, such as www.yousendit.com, to avoid server problems.
10. Don’t send anything that you wouldn’t want your grandmother to see. People have been fired for inappropriate emails. Even if you delete it on your end, the recipient will still have it. If there is any question as to whether your message is appropriate, it probably isn’t.
