Writing Effective Emails

10 common e-mail habits that waste time and cause problems

1. 2. 3. 4.

Vague or nonexistent subject line. Changing the topic without changing the subject. Including multiple subjects in one note. Sending before thinking.

10 habits contd.
Inadvertent replying to all. 6. Omitting the context of a reply. 7. Shooting the messenger. 8. Misaddressed recipients. 9. Displaying addresses of recipients who are strangers to each other. 10. Replying vs. forwarding.
5.

Agenda
Addressing 2. Subject Line 3. Message Text 4. Signature Line 5. Attachments 6. Style 7. Confidentiality and Security 8. Managing Email 9. References 10. Discussion
1.

Addressing
Limit to who really needs to know. Make it clear in text who has action and who is

info addressee. Use BCC to protect Email addresses unless everyone knows each other. Watch Reply All.

Addressing (contd.)
Use address book with mail groups & validate

often.
Avoid typing addresses free hand; many addresses

are similar; watch auto fill. Send same message to multiple recipients by editing message as new or cutting and pasting.

Addressing (contd.)
Make sure forward does not embarrass sender.
Get permission if in doubt.

Never diss sender in forward or reply.

Fill in addresses last to avoid sending an

incomplete Email by mistake.

Subject Line
Headline Grab Attention.

Summarize message.
Make it easy for recipients to triage your Email

and find it later. Dont Reply All to a message to grab addressees without changing subject.

Message Text
Keep the message focused and readable. Keep it short. Use inverted pyramid (newspaper). Break into paragraphs; skip lines between. Use short sentences and active voice. Use plain text editor, not MS Word. Avoid HTML. Avoid fancy typefaces.

Message Text (contd.)

Write in standard professional English with

Capitalization and correct spelling.

Dont try to impress.
Avoid chat speak, e.g., CUL8R & emoticons, .

Dont type in All Caps like yelling.

Avoid !!!
Avoid using URGENT and IMPORTANT. Use * * to highlight text if you must.

Proofread & spell check.

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Message Text (contd.)

Identify yourself clearly to cold contacts.
Hello, I amThe reason I am writing Hello, so-in-so suggested I contact you

Respond Promptly.
Apologize if you dont. Interim reply when too busy.

Dont shoot the messenger.

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Attachments
Use sparingly. Cut and paste relevant parts of attachment

into text of Email. Use URL links instead.

Upload attachments to website and cite URL.

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Signature Line
Include (if you want people to contact you) Your name Title Organization Email address (especially on listservs) Website Phones Can be shortened for frequent

correspondents or placed in header of Email stationery.

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Style
Forwarding stuff, e.g., chain letters If you must forward, strip out addresses and use BCC to hide your address list.
Do not overuse high priority option. Avoid delivery and read receipts.

Do not ask to recall a message.

Just apologize and correct.

Do not copy a message or attachment without

permission. Do not scoop someone elses message.

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Managing Email
Organize Email into folders. Use company file plan for in-house Email. Keep a copy of all sent Email. Review and clean out folders periodically. Good for rainy day or slow day at work. Comply with company retention schedule. Dont print Email unless you need to refer to it

remotely.

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Managing Email (contd.)

Declare Email bankruptcy Inbox clogged with overdue responses. Send Email to all correspondents

apologizing for not replying and asking them to resend important Email. Delete all old messages in Inbox. Then check your inboxes daily.

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Managing Email (contd.)

Use separate Email channels for separate

communities:

Professional Business In-house Family and friends Hobbies and interests

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THANK YOU

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