10 tips for writing effective, professional e-mail.

Question:

Read on for ten easy tips to get better responses to your mail.

1. Write a meaningful subject line.
The subject line offers recipients and easy way to decide what messages to open, forward, or delete, and whether they should read the email now, or wait until later. Subject lines should be useful and offer specific details about the content of the email.
Subject: “PC Question”
This is extremely vague and offers the reader little info without opening the message.
Subject: “Question about laptops”
Somewhat better but the subject is still too general. The email could be about anything from a problem with the writers’ laptop to which laptop their nephew should buy for college.
Subject: “Is there a laptop available for the Trade Show?”
Perfect, it offers specific detail and asks a question up front so the recipient knows they need to provide a timely response.

Keep in mind that what is important to you may not be important to the reader so use discretion in using high-priority flags and multiple exclamation points in your subject line.

2. Message content and format.
Some people receive hundreds of email messages a day so keep messages simple, organized and to the point. If your message is more than a few paragraphs the topic might better be discussed over the phone or in person. If you need to cover multiple topics or questions, make a note at the top of the email and separate the content accordingly. You could also send individual messages so the recipient can manage them accordingly.

Format your messages to make them easier to read.
- Skip lines between paragraphs.
- Most email software allows you to use html formatting but don’t depend on using text size, color or different typefaces to convey your message. People using plain text for displaying messages won’t see it. This is especially important as the use of small screen handheld devices for email increases.
- Use asterisks to show *emphasis*
- Use underscores to show underlines.
- Use proper punctuation and sentence structure.
- Don’t type in all caps. In the on-line world all caps are equivalent to shouting and may be interpreted as an aggressive confrontation.

3. Proofread
Don’t rely on your spellchecker to catch every mistake. Take a few moments to ensure everything is spelled correctly and that your message makes sense.

4. Attachments
Attachments have become an incredible useful and popular way to transfer documents, images, and files. It is important to keep a few things in mind when using them.

- Size: Keep the attachment size reasonable. The time it takes to download an attachment depends on what type of Internet connection the recipient has. That 1-megabyte file that you can download in seconds with a high-speed connection can take 10 minutes on a dial-up connection.
- Make sure you are not transferring a virus in the attachment. Use a software program that checks for viruses on the attachment before you send it out.
- Make sure the recipient has the necessary software to view or open the attachment.

5. Identify yourself
If you are contacting some one for the first time introduce yourself to them. End your message with you name, your organization’s name, and contact information.

6. Privacy and security
Don’t assume that the recipient will be the only one who sees the email. Most email is not secure and can easily be intercepted by someone else. Some companies monitor the content of email that is sent by its employees and can use it to discipline them for inappropriate email.

7. Write according to the situation.
If you are writing to friends and family it is acceptable to use nonstandard punctuation and spelling, as well as abbreviations and smiley faces like those used in instant messages and chat rooms. You would not however, use this type of language in a formal business email or one to a casual acquaintance.

8. Don’t let email pile up in your inbox.
Reply to email in a timely matter. If you can’t address the correspondent’s request immediately, let them know that you received the message, that you understand what they need, and when you will be able to supply the information.

9. Think before you send.
Never write a message in anger or attack someone personally (called flaming). It is easy to get caught up in the heat of the moment and send off a blistering email, but remember once you hit “send” you cannot take back what you wrote. A single message can forever damage a relationship with a boss, co-worker, or student.

Some situations are best resolved face-to-face, or by telephone; not with email where there will be a permanent record.

10. Be professional, courteous and tolerant of others.
- Check with the sender before forwarding personal messages.
- Know the difference between “Blind Carbon Copy (BCC)” and “Carbon Copy (CC)”. The names in the CC list go out with the message; the names in the BCC are hidden.
- If your not sure of the tone, or what the person meant by a comment, ask them to elaborate before replying.

©Copyright 2003, Virtual Learning Institute.