Effectively written e-mails follow the ABCs of writing:
Use the following guidelines to help you write an effective e-mail:
- E-mails should be sent only to the necessary parties. Copies can be sent in courtesy, although copied parties should be limited. It is assumed that no action is required on the part of copied parties.
- Concisely define the subject of your e-mail by writing the main point of your message in the Subject field. For example, "Your Report is Due within Three Days" is more effective as a subject than "Report Deadline." Be sure to change the subject if the message has been circulated a number of times and the original subject no longer applies.
- You might use a catchphrase as a subject to capture attention, but be businesslike. The office is not the place to practice comedy routines.
- E-mails that require action should be labeled Action in the Subject field and clearly directed to an individual or group. E-mails that require action can also be accompanied by a phone call if turnaround time is required within 48 hours.
- Requested actions should be clearly placed at the beginning of an e-mail, with a reasonable due date specified. Be specific with due dates. Do not use ASAP because its meaning is not concrete.
- Classify internal e-mail when appropriate.
- E-mails should be labeled as Urgent, Normal, or FYI. Urgent is reserved for e-mails that need to be acted on or seen within 48 hours.
- Make the e-mail relevant to the recipient. Keep it short, concise, and easy for the recipient to take the action that you requested. If you are sending a message for informational purposes only, then make it clear that no action is required. If there is no discernible value to the recipient of the e-mail, then do not send it.
- Generally speaking, e-mails should be no more than one screen in length. Brevity enhances productivity.– Create e-mails that are easily readable and visually appealing.
– Avoid using all uppercase letters.
– Avoid using all lowercase letters.
– Keep paragraphs short.
– Use straightforward sentences.
– Use bullets properly.
– Use subheadings for new ideas or thoughts.
– Use boldface and italics sparingly. Overuse desensitizes the reader.
– Use white space for aesthetic appeal and visual relief.
– Avoid using single line spacing throughout the entire message.
- Provide supporting information as attachments when necessary.– Explain to the reader what the attachments are and how they relate to the e-mail.
– Keep attachments short. Do not overload the reader's system when it replicates or downloads e-mail.
– Ensure that any attachments can be opened by the reader's system.
- Proofread your e-mail before sending it.
- Check the spelling of your e-mail before sending it.
- Check grammar before sending your e-mail.
|
