Email communications are more important than ever. Practically everybody emails,
especially in business. Here are tips to improve emails and avoid problems:
1. Your emails need to be concise. Do not use words that are not necessary. Short
sentences are better than long ones, and the same is true for paragraphs. No one
wants a lengthy email, especially at work.
2. Because emails are harder to read than regular mail, put a blank line between
paragraphs. If you are making several points, number them or separate them in
some way.
3. When writing an email, make the subject line meaningful. In the body of
the email, use an active voice. “We are sending your order today” is better
than “Your order will be sent by us today.” Do not use abbreviations, like LOL,
or emoticons. Your language needs to be gender neutral and not contain libelous
or offensive remarks or confidential information.
4. Do not overuse the following: capitals (it looks like you are shouting), “high
priority” (it can seem aggressive), and “read receipts” (it is annoying and
unnecessary). Avoid words like “urgent” and “important” in the subject line
unless the message is extremely urgent or important.
5. Proofread before sending an email. This will catch grammar and punctuation
mistakes, and can also help your writing be more effective. Read from the
receiver’s view and make sure your points are clear.
6. When replying to an email, you need to reply as soon as possible, especially
to customer’s questions. If there are questions, make sure you answer all of
them. While you are doing this, you may think of other relevant questions and
you should answer them as well. If part of your job is responding to customer’s
emails, make a template for those questions that are asked by many people. This
will save time and energy. It is important to include the message thread in your
replies. Some people receive many emails, and this will avoid frustration and
confusion.
7. Do not use “Reply to All” unless it is really necessary for everyone who received
the original message to see your reply.
8. Never reply to spam as that lets the sender know that your address is active.
9. Here are two tips about things that you add to your emails. Disclaimers are
necessary for internal and external communication. They can protect your
company from liability. Also, try not to send long attachments unless absolutely
necessary.
10. Do not copy a message or attachment with getting permission. You could be
infringing on copyright laws.
11. Do not forward chain letters (usually hoaxes) or emails that warn about viruses.
Many times these emails do in fact have viruses.
12. When you send an email mailing, use the “Bcc” field. Do not put all the addresses
in the “To” field as this gives out all the recipients’ email addresses and lets
everyone know that you sent the same mailing to a lot of people.
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