How to Write an Effective E-Mail

Published on February 2017 | Categories: Documents | Downloads: 56 | Comments: 0 | Views: 315
of 6
Download PDF   Embed   Report

Comments

Content

How To Write An Effective E-Mail
Susan Adams http://www.forbes.com/2009/08/04/effective-email-etiquette-leadership-careersbasics.html

Despite e-mail's growing ubiquity, few have mastered the art of writing an effective one. In an effort to compile some pointers on how to do so, we consulted three experts: Will Schwalbe, coauthor with David Shipley of Send: The Essential Guide to E-mail for Office and Home; Mark Hurst, author of Bit Literacy: Productivity in the Age of Information and E-mail Overload; and Peter Post, director of the Emily Post Institute and author of five books on etiquette. Evidence that the dos and don'ts of e-mail have yet to solidify: The experts disagree on several pertinent points. While Peter Post insists on polite salutations ("Dear Mr. or Ms.") and courteous endings ("Sincerely") and recommends always using an e-mail signature at the end of a business note, Hurst says none of that matters. "Is he set up to run a steam-powered computer and read through his monocle?" Hurst sniffs. For his part, Post says emoticons have no place in business e-mail. On the contrary, say both Hurst and Schwalbe; because irony and humor are so frequently misconstrued in e-mail notes, the emoticon offers a quick, effective way to convey feelings. "Emoticons are necessary," Hurst maintains, "because there is no subtlety in e-mail, and jokes do not transmit well." Quibbles aside, there are e-mail rules on which our experts agree. Among the most important: Get to the point immediately. Keep your notes as short as possible. Avoid extended blocks of text by breaking up your writing into short paragraphs or bullets. And keep in mind what we all already know: Everyone is busy and gets too much e-mail. One more caveat: When you receive a rude or angry note, do not reply right away. Negative emotions can escalate all too quickly in e-mails. "Just delete it," advises Hurst to those who receive a cranky missive. Or here's a novel idea: Pick up the phone.

Even in these times of ubiquitous e-mailing, people continue to send sloppy, offensive, ineffective electronic notes. We consulted with three e-mail experts to compile this list of eight ways to write an excellent e-mail: Will Schwalbe, co-author with David Shipley of Send: The Essential Guide to Email for Office and Home; Mark Hurst, author of Bit Literacy: Productivity in the Age of Information and E-mail Overload; and Peter Post, director of the Emily Post Institute and author of five books on etiquette.

Assume All E-Mail Is Public
Let's hope South Carolina Gov. Mark Sanford learned his lesson: E-mail is all-too-easily forwarded, copied or hacked. Presume that any e-mail you write will be read by prying eyes, and compose your prose accordingly.

Get to the Point
The experts agree: Say what you need to say immediately, preferably in the subject line and first sentence. There is no room for throat-clearing or purple prose in the realm of electronic mail. We all suffer from e-mail overload. Help us.

Keep It short
Say it once. Period.

Break It up
Massive blocks of text are daunting, especially in e-mail. Use short paragraphs, bullets and numbers.

Forgo Unnecessary Graphic Attachments

Now that everyone can do bad graphic art on a personal computer, the number of e-mails with inbox-clogging attachments containing needless flowered borders and fancy e-mail signatures has skyrocketed. Get rid of unnecessary attachments.

Mirror Your Correspondent
When you receive a one-sentence answer to a four-paragraph note, pay attention. Especially if your fellow correspondent is a superior or a person whose business you are trying to woo, make an effort to match his or her tone and style

Don't Resend Unanswered Mail
Taking an unanswered note and forwarding it to the same recipient can be perceived as annoying at best and rude at worst. Better to write a new note that says, "I know you're busy; did you get a chance to look at the note I sent last week about X?"

Sponsor Documents

Or use your account on DocShare.tips

Hide

Forgot your password?

Or register your new account on DocShare.tips

Hide

Lost your password? Please enter your email address. You will receive a link to create a new password.

Back to log-in

Close