10 Tips for Effective E-mail
by Ellen Dowling, PhD
-
 Think
before you write. Just because you can send information faster
than ever before, it doesn’t mean that you should send it. Analyze
your readers to make certain that you are sending a message that will
be both clear and useful.
- Remember that you can always deny that you said it. But if
you write it, you may be held accountable for many many moons. You
may be surprised to find where your message may end up. (As an example
of “What Not To Do” in Ellen Dowling’s Writing Strategies
class)
- Keep your message concise. Remember that the view screen
in most e-mail programs shows only approximately one half of a hard-copy
page. Save longer messages and formal reports for attachments. On
the other hand, do not keep your message so short that the reader
has no idea what you’re talking about. Include at least a summary
(action or information) in the first paragraph of your message.
- Remember that e-mail is not necessarily confidential. Some
companies will retain the right to monitor employees’ messages.
(Refer to #1 and #2, above.) Don’t send anything you wouldn’t
be comfortable seeing published in your company’s newsletter
(or your community’s newspaper).
- Don’t attempt to “discipline” your readers.
It is unprofessional to lose control in person - to do so in writing
usually just makes the situation worse.
- Don’t “spam” your readers. Don’t
send them unnecessary or frivolous messages. Soon, they’ll quit
opening any message from you.
- DON’T TYPE IN ALL CAPS! IT LOOKS LIKE YOU’RE
YELLING AT THE READERS! Remember, if you emphasize everything, you
will have emphasized nothing.
- don’t type in all lower case. (unless you’re
e.e. cummings.) if you violate the rules of english grammar and usage,
you make it difficult for the reader to read.
- Use the “Subject” line to get the readers’
attention. Replace vague lines (“Information on XYZ Project,”
or “Status Report Q1”) with better “hooks”:
“Need your input on Tralfamadore Project,” or “Analysis
of recent problems with the new Veeblefetzer.”
- Take the time to proofread your document before you send it.
Rub the document thru the spell checker and/or the grammar checker.
Even simple typos will make you look sloppy and damage your professional
credibility.
Source: http://www.mindtools.com/email.html
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