Writing Effective E-Mail

1. Writing Effective E-Mail Top 10 Tips

2. Our goal is to construct email that: • Will actually be read • Will actually be understood • Will not annoy the receiver • Does not take up too much time on the receiver’s end.

3. 1. Write a meaningful subject line. Recipients scan the subject line in order to decide whether to open, forward, file, or trash a message. Remember -- your message is not the only one in your recipient's mailbox. Before you hit "send," take a moment to write a subject line that accurately describes the content.   

4. Subject: [Blank] If you don't put a subject line on your e-mail, you are sending the message that your name in the "From" line is all your recipient should need in order to make it a top priority. That could come across as arrogant, or at the very least, thoughtless. Take advantage of the opportunity to get your recipient thinking about your message even before opening it.

5. Subject:"Important! Read Immediately!!" What is important to you may not be important to your reader. Rather than brashly announcing that the secret contents of your message are important, write an informative headline that actually communicates at least the core of what you feel is so important: "Emergency: All Cars in the Lower Lot Will Be Towed in 1 Hour."

6. Subject: "Quick question." If the question is quick, why not just ask it in the subject line? This subject line is hardly useful.

7. Subject: "Follow-up about Friday" Fractionally better -- provided that the recipient remembers why a follow-up was necessary.

8. Subject: "That file you requested." If you're confident your recipient will recognize your e-mail address, and really is expecting a file from you, then this would be fine. But keep in mind that many e-mail providers get scads of virus-laden spam with vague titles like this. The more specific you are, the more likely your recipient's spam-blocker will let your message through.

9. Subject: "10 confirmed for Friday... will we need a larger room?" Upon reading this revised, informative subject line, the recipient immediately starts thinking about the size of the room, not about whether it will be worth it to open the e-mail.

10. 2. Focus on a clear message, helping the reader to prioritize.  • Often recipients only read partway through a long message, hit "reply" as soon as they have something to contribute, and forget to keep reading. This is part of human nature. • What do you want your reader to do after reading your message?

11. 3. Make One Point per Email • One of the advantages of email compared with traditional letters is that it doesn't cost any more to send several emails than it does to send one. So, if you need to communicate with someone about a number of different things, consider writing a separate email on each subject.

12. 2. Make One Point per Email… • That way, your correspondent can reply to each one individually and in the appropriate time frame. One topic might only require a short reply, that he or she can send straight away. Another topic might require more research. By writing separate messages, you should get clearer answers, while helping other people manage their inboxes better.

13. 2. Make One Point per Email… • If you do want to put several points in an email - perhaps because they relate to the same project - consider presenting each point in a separate, numbered paragraph. This makes each point stand out, significantly increasing the likelihood that each point will be addressed.

14. 2. Make One Point per Email… • As with traditional business letters, each individual email should be clear and concise, with the purpose of the message detailed in the very first paragraph. Sentences should be kept short and to the point. The body of the email should contain all pertinent information, and should be direct and informative.

15. Bad Example Subject: Revisions For Sales Report Hi Jackie, Thanks for sending in that report last week. I read through it yesterday and feel that you need more specific information regarding our sales figures in Chapter 2. I also felt that the tone could be a bit more formal. The report is going to be read by our Executive Team, and needs to reflect our professionalism. Also, I wanted to let you know that I've scheduled a meeting with the PR department for this Friday, regarding the new ad campaign. It's at 11:00, and will be in the small conference room. Please let me know if you can make that time. Thanks! Monica

16. But what did she do wrong? • Monica got a good headline in there, and she was pretty clear on the changes she wanted Jackie to make to that report. • Well, that second paragraph about the meeting is pretty important, and yet she lumped it into the email that detailed the revisions. If Jackie doesn't put it straight in her calendar, she'll have to remember that the meeting details were in the email titled "Revisions For Sales Report", which is not very logical. • Combining those two important communications increases the chance that either the meeting or the revisions will be forgotten.

17. Good Example Subject: Revisions For Sales Report Hi Jackie, Thanks for sending in that report last week. I read through it yesterday and feel that you need more specific information regarding our sales figures in Chapter 2. I also felt that the tone could be a bit more formal. The report is going to be read by our Executive Team, and needs to reflect our professionalism. Thanks for your hard work on this! Monica

18. AND Subject: Friday 10/9, 11am Meeting w/PR Dept Hi Jackie, I wanted to let you know that I've scheduled a meeting with the PR department for this Friday, 10/9, regarding the new ad campaign. It's at 11:00am, and will be in the small conference room. Please let me know if you can make that time. Thanks! Monica

19. As a result… • By separating those two important communications, Jackie will be able to find what she needs quickly in her inbox. • As well as this, separating the two topics helps her keep her saved emails relevant. Once she's done with the revisions email she can delete it, but keep the meeting reminder email until the end of the week.

20. 3. Identify yourself clearly.  • When contacting someone cold, always include your name, occupation, and any other important identification information in the first few sentences. • If you are following up on a face-to-face contact, you might appear too timid if you assume your recipient doesn't remember you; but you can drop casual hints to jog their memory: "I enjoyed talking with you about PDAs in the elevator the other day."

21. 3. Identify yourself clearly… • Every fall, I get e-mails from "bad_boy2315@yahoo.com" or "FuZzYkItTy2000@hotmail.com" who ask a question about "class" and don't sign their real names. • While formal phrases such as "Dear Professor Sneedlewood" and "Sincerely Yours," are unnecessary in e-mail, when contacting someone outside your own organization, you should write a signature line that includes your full name and at least a link to a blog or online profile page (something that does not require your recipient to log in first).

22. 4. Be kind. Don't flame. • Think before you click "Send." • If you find yourself writing in anger, save a draft, go get a cup of coffee, and imagine that tomorrow morning someone has taped your e-mail outside your door. Would your associates and friends be shocked by your language or attitude?

23. 4. Be kind. Don't flame. • Or would they be impressed by how you kept your cool, how you ignored the bait when your correspondent stooped to personal attacks, and how you carefully explained your position (or admitted your error, or asked for a reconsideration, etc.)?

24. 4. Be kind. Don't flame. • Don't pour gasoline on a fire without carefully weighing the consequences. Will you have to work with this person for the rest of the semester? Do you want a copy of your bitter screed to surface years from now, when you want a letter of recommendation or you're up for promotion?

25. Subject: @!$% &*@!! &(*! • Go ahead... write it, revise it, liven it up with traditional Lebanese curses, print it out, throw darts on it, and scribble on it with crayon. Do whatever you need in order to get it out of your system. Just don't hit "Send" while you're still angry.

26. Subject: Re: Ongoing Problems with Project • I'm not sure how to respond, since at the meeting last week you told Sue that you didn't need any extra training, so I canceled Wednesday's workshop. I can CC Sue in on this thread if you like, since she's the one who will have to approve the budget if we reschedule it. • Meanwhile, I can loan you my copies of the manual, or we can look into shifting the work to someone else. Let me know what you'd like me to do next. • ---Original Message --From: Ann O. Ying • I tried all morning to get in touch with you. Couldn't you find a few minutes in between meetings to check your messages? I'm having a rough time on this project, and I'm sorry if this is last-minute, but I've never done this before and I think the least you could do is take some time to explain it again.

27. If your recipient has just lambasted you with an angry message, rather than reply with a point-by-point rebuttal, you can always respond with a brief note like this, which • casually invoking the name of someone the angry correspondent is likely to respect (in order to in order to diffuse any personal antagonism that may otherwise have developed) and • refocuses the conversation on solutions (in this conversation, Ann has already dug herself into a hole, and Clair has nothing to gain by joining her there)

28. 5. Proofread.  • If you are asking someone else to do work for you, take the time to make your message look professional. • While your spell checker won't catch every mistake, at the very least it will catch a few typos. If you are sending a message that will be read by someone higher up on the chain of command (a superior or professor, for instance), or if you're about to mass-mail dozens or thousands of people, take an extra minute or two before you hit "send". Show a draft to a close associate, in order to see whether it actually makes sense.

29. Keep your message readable. • Use standard capitalization and spelling, especially when your message asks your recipient to do work for you. • If you are a teenager, writing a quick gushing "thx 4 ur help 2day ur gr8" may make a busy professional smile at your gratitude. • But there comes a time when the sweetness of the gesture isn't enough. u want ur prof r ur boss 2 think u cant spl? LOL ;-)

30. Skip lines between paragraphs. • Avoid fancy typefaces. Don't depend upon bold font or large size to add nuances. Many people's e-mail readers only display plain text. In a pinch, use asterisks to show *emphasis*. • Use standard capitalization. All-caps comes across as shouting, and no caps invokes the image of a lazy teenager. Regardless of your intention, people will respond accordingly.

31. 6. Don't assume privacy. • Don't send anything over e-mail that you wouldn't want posted -- with your name attached -- in the break room or outside your door. • E-mail is not secure. Just as random pedestrians could easily reach into your mailbox and intercept the envelopes that you send and receive through the post office, a curious hacker, a malicious criminal, or the FBI can easily intercept your e-mail. In some companies, the e-mail administrator has the ability to read any and all e-mail messages (and may fire you if you write anything inappropriate).

32. 7. Distinguish between formal and informal situations.  When you are writing to a friend or a close colleague, it is OK to use "smilies", abbreviations, and nonstandard punctuation and spelling. These linguistic shortcuts are generally signs of friendly intimacy, like sharing cold pizza with a family friend. If you tried to share that same cold pizza with a first date, or a visiting dignitary, you’d give off the impression that you didn’t really care about the meeting. By the same token, don't use informal language when your reader expects a more formal approach.

33. 8. Respond Promptly • If you want to appear professional and courteous, make yourself available to your online correspondents. Even if your reply is, "Sorry, I'm too busy to help you now," at least your correspondent won't be waiting in vain for your reply. • I tell my students that, if they want to get help over e-mail, they can help me respond more quickly by formulating specific, focused questions: "Is this a good source?" or "Am I using too much plot summary in this paragraph?" If a student sends me a whole paper with a general request to "tell me what I need to change," I will probably put off answering until I've got a longer block of time scheduled for marking papers.

34. 9. Font Matters • There is nothing worse than opening an email and become blinded by the brightness elicited by all the words displaying in bold. • Alternatively, fonts that are too small, too large, or otherwise hard to read (ie. 8 point, times roman font, all bold.) makes us not want to read the email as well. • Beware of your fonts in your ‘presentation’. Do not bold the entire email, use easy to read fonts (ie. Arial), and use a standard size. Do not use extravagant colors since they don’t work well on all monitors and can be hard to read.

35. 10. Use “If … then” statements. As email is a back-and-forth method of communicating, and it can take a day or more for a response (in some cases), you want to limit the number of times a message has to go back and forth. To do that, use “if … then” statements, anticipating the possible responses to your question. • For example: “Have you received a response from Mr. X yet? If so, please finish the report by Tuesday and email it to me. If not, can you follow up today and let me know the response?” • By anticipating the possible responses, and giving a desired action for each possible response, you’re cutting a lot of wasted back-and-forth time.

36. Summarizing. • We tend to answer, or be drawn to email that are the fastest to answer or process. That means email that require very little work or thought. • When we open an email that’s very long, our gut reaction is to close the email, or come back to it later when we might have more time. • When we receive an email from someone wanting something from us, wanting us to buy something, or wanting our time, we instantly feel guarded and will automatically want to say no, even if the offer will benefit us in reality.

37. List of tips • 1. Write a meaningful subject line. • 2. Focus on a clear message, helping the reader to prioritize.  • 3. Make One Point per Email • 4. Identify yourself clearly.  • 5. Be kind. Don't flame. • 6. Proofread.  • 7. Don't assume privacy. • 8. Distinguish between formal and informal situations.  • 9. Respond Promptly