Many of us use email as our primary means of communication when dealing with clients, vendors, prospects and co-workers. Below I will highlight some tips to consider when composing and replying to emails.
- EVERY EMAIL SHOULD HAVE A RELEVANT SUBJECT LINE. Think about it, the subject is the initial impression your reader will see so of course you want to put your best foot forward.
- Always use a subject line. The subject line sets the tone and will determine whether the reader will open your email or if they respond.An email without a subject line may get deleted, lost or irritate the reader.
- Keep it short, simple and focused. Be clear and specific about the topic of the email.
- Indicate if a response or further action is needed. A great example is “ACTION REQUIRED – Ford Webinar”, “XYZ – Please reply” or if no response is needed “Upcoming Event – no response needed”.
- BE CONCISE AND TO THE POINT. Remember that a long email can be discouraging to read and with the increased use of Smartphones, you want to make sure the reader can view the message clearly and quickly. Being concise increases the chance the reader will read the entire email.
- Use lots of white space or even bullet points as to not burden the reader.
- State the purpose of the email within the first 1-2 lines.
- An email just to say “Thank you” or “OK” isn’t necessary.
- KNOW YOUR AUDIENCE.
- Keep language gender neutral – Unless a gender specific language is required, use language that is gender neutral.
- Make the content relevant to the recipients and make sure your content has purpose.
- Use discretion before sending a “Reply to All”. In many cases, not everyone on the original distribution list needs or wants to see your response.
- Limit attachments in email and be sure to call the reader’s attention to their purpose.
- BE YOUR OWN EDITOR. Read your message carefully before you click the send button.
- Consider setting the automatic spell check rules. Spelling or grammar errors, incomplete sentences and tense may create a poor impression or imply the issue is not important.
- Appropriate punctuation, such as use of commas and other punctuation helps to convey the appropriate message and will enhance the meaning of the text.
- Try to keep your sentences to a maximum of 15-20 words. Email is meant to be a quick means of communication.
- Refrain from using hard to read fonts or distracting backgrounds.
- INCLUDE A SIGNATURE. You never want tax the reader when looking how to get in touch with you.
- Include your first and last name, company name, business address and phone number.
- You can opt to include your title, email address, cell phone number, fax number, website or even your social media information.
Bottom line is that your email is a direct reflection of you. Every effective email you send can increase your reputation however the opposite can be said if your email is filled with mistakes, disorganized or irrelevant.
References
25 Tips for Perfecting Your Email Etiquette | Inc.com. (n.d.). Retrieved from http://www.inc.com/guides/2010/06/email-etiquette.html
How To Write An Email Subject Line – Business Insider. (n.d.). Retrieved from http://www.businessinsider.com/how-to-write-an-email-subject-line-2015-1
Netiquette 