On Writing Business E-Mail

E-mail is fast, but is it simple?

Well, we’re back to lunchbox learning and many people have asked me to give a few pointers on the how-to of Business e-mail.

Before you begin your correspondence, it may be a good idea to type it first on a word document, and later cut and paste it onto your e-mail body. It is always good to clarify what the action or deliverable is, and then declare it at the very beginning. Make sure your subject is appropriate for e-mail and not something that should be discussed in private or at a meeting.

Start with your subject line. Tell the recipient exactly what this message is about.

In writing your message, make sure it is concise, clear, properly punctuated and correctly spelled. Keep it brief. The last thing a busy person wants to do is to read an endless e-mail.

If you need a reply, make it easy for the recipient to say a simple yes or no by giving a date or time for availability. Never use all caps for emphasis, it looks like you are screaming at a person and do not use emoticons or smiley faces. It is unprofessional and you may not be taken seriously.

Use clear language, not jargon that is specific only to a certain group or company. Write in the active as opposed to the passive voice. It sends a stronger message. (Example: John received the letter instead of The letter was received by John).

Before you hit that send button, consider:

Proofread/edit. Read to see if there are any errors in grammar, punctuation, or typos. Make a list of possible errors – sentence structure, grammar, punctuation, spelling, complete sentence, incorrect subject-verb agreement, misplaced modifier, incorrect pronouns, unclear pronoun reference, and/or redundant, long sentences.

Make sure you have told the recipient what they need to know to take action or make a decision

Check the tone. Is it offensive, libelous, or defamatory, abrupt? Does it adhere to your company’s standards and/or policies? Is the language too technical?

Are you sending to the right people? Do they have the answers or can the make a decision on the requested action. Have they requested your e-mail?

If sending attachments, is the recipient willing to open it? Did you attach the file before sending the message? Do the cc: and bcc: people really need the information? Did you briefly describe the attacments in the body of the e-mail?

Does your signature have the correct contact information?

Take note of this when replying to e-mail:

Make sure the response is necessary.

Know if it is it better to reply in person or by phone

Make sure you are not answering in anger, compose yourself first

Control back and forth e-mail. Know how/when to end it.

Make sure your message is appropriate

Like so many of our files, you must manage your e-mail files. If not, it can become a nightmare. So simply begin by making folders and label them clearly. Make sure your software saves sent messages. Keep your system up to date. From time to time, review your saved messages, and delete what is obsolete and archive those that are important. Keep your trash folder empty and don’t forget to back up your folders.

E-mail can be very distracting and can easily take up time that should be spent doing other things. So, if possible schedule your mail checks and set aside a specific time to read and respond. Your title line will indicate what should take preference. Do not check mail if you are on the phone, in a meeting or doing anything else that can distract you from what you are reading. E-mail checking time should be exclusive, so that you don’t miss something important or make mistakes in your response.

The following link is for my visual learners but it will benefit everyone. You'll have to cut and paste. My html skills are a little on the blink today.

http://office.microsoft.com/en-us/results.aspx?qu=e-mail+template/

This site will show you everything you want to know about distribution lists and how to create an e-mail template.  Enjoy.

So, there you have it. 

Til next time