Use the following checklist to assess your e-mail before sending it:
- How does your e-mail sound? Is the tone of your e-mail conversational and professional? Have you controlled your emotions?
- Will your e-mail offend anyone?
- Can the e-mail be understood in a single reading?
- Are your sentences and paragraphs short and concise?
- Is the e-mail too long? More than one screen is often too long unless there is a clear reason for more content.
- If the e-mail needs to be longer than one screen, provide a preview of the content by creating a bulleted list that informs the reader of the following details. A preview enables the reader to decide if the information that follows is important for the reader to know.
- Did you use proper grammar, punctuation, and spelling?
- Will the reader know what you expect as a response? Have you clearly defined any expected action?
Review the e-mail and rewrite it until it conveys your message in a concise, professional manner. If the e-mail is critical, or if you are not confident about your writing style, have a peer or mentor review it. |
