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Say it in
the Subject Line….
Especially for wireless handheld users, the subject line is
worth a thousand words. Try to keep it concise--but
descriptive. While it does not need to be a complete
sentence, it should give a clue to the contents of the
message, which will provide more details. When requesting
action, use action words in the subject (i.e., Please sign
and return the attached document…).
Tick
Tock. Respect Your Reader’s Time.
There are
two types of readers, Skimmers and Skeptics. Skimmers
usually read within 20-seconds or less--this is your typical
Email-reading audience. Write with the skimmer in mind,
using short words, sentences, paragraphs, or even bullet
points or numbered lists for clarity. Finally, delete any
unnecessary document trails.
Be
aware--and Beware--of the “Reply to all” feature.
When an
Email is sent to multiple people, the general rule is to
include everyone on the original distribution list in any
Email reply. If you reply only to the original sender, you
could break the Email chain and leave necessary parties out
of the loop. Beware, not everyone on the original
distribution list needs to be included in your unrelated
anecdotal conversation with another person on the list
(professional or otherwise!!!). This is a waste of their
time, not to mention confusing.
Let your
writing speak volumes, NOT the “Caps Lock” key.
In
writing Emails, always use upper and lower case letters,
which are easier to read than all uppercase. PLUS, USING ALL
CAPITALS CAN MAKE YOUR EMAIL SOUND AS IF YOU ARE YELLING.
Using all uppercase letters can also make a legitimate Email
look like unsolicited SPAM. Even when absolutely necessary,
uppercase letters should be no more than eight letters long
and used for emphasis or headings only.
Write
from the Outside In.
Write
your Emails from your reader’s point-of-view. Ask yourself,
“How much of this Email is Mr. Client going to read during
his midweek Email check while on vacation?” Go back and
re-read your work to avoid sarcasm, profanity (or profane
acronyms and slang) and other words inappropriate for a
business environment. Your Email should be objective and
direct without being curt or abrupt, (i.e., don’t ever
answer back with only a “Yes” or “No”). Be courteous and
take the time to reply using concise full-sentences.
Don’t
touch that “Send” button until you Proofread.
You
should treat every electronic document like a paper
document. Printing off your Email before sending often
gives you a “fresh” set of eyes to help check for mistakes.
Make sure to use correct and consistent punctuation,
double-check for run-ons, proper spelling of names, and
check your grammar (i.e., “your” versus “you’re”). Remember,
the spellchecker is not a proofreader: due knot rely
on it--its knot always write.
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