Email @ Work

August 20, 2008 § Leave a comment

The poor, neglected SUBJECT:
o When writing a subject for your email, remember how they are used. They are in a long list, with dozens if not hundreds of other messages. If you use the subject “Question” you are not giving any clue about the contents. “Please send latest pricing for widgets” is vastly better.

· Always include previous messages in a reply .
o You’d never pick up the phone and begin the conversation “Do you agree?” if the last time you spoke was several days back.

· Name your attachments with care.
o Remember they may be saved and searched for later. An attachment named “Proposal from Acme Industries – 072805.pdf” (rather than “proposal.pdf”) would make a huge difference.

· Think hard before CC’ing or Replying to “All”
o Most business people spend Monday mornings catching up on the email, postal mail, and phone calls that have piled up since the previous Friday. You don’t want your email mixed in with dozens or even hundreds of communications that are being reviewed by recipients.
o Do they need to be copied? Is it necessary or it will just pile up their emails?

· Never use all capital letters .
o All caps are the equivalent of screaming and should be avoided unless you are yelling (related tip: Never send email when you’re mad.)

· Be clear,accurate and clear.
o Most business people are turned off by email messages with bad grammar, misspellings, and/or unintelligible content.
o If possible avoid “paragraph forms” – email recipients receive hundreds of emails daily, it will be time consuming for them to read and understand a paragraph form of email
o By being concise and brief, make sure to separate a new sentence by 2 spaces in between. This will give the receiver a clear picture of what you are trying to point out and more convenient to read.

· Check your font size / font type
o Are they too small for the reader
o Big fonts can emphasize your tone ( angry or disappointed) , it can also imply that the recipient cannot read well.
o Standard font type for businesses are the Times New Roman or Arial.

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