Although we’re now in an age when it seems the text message is king, e-mail is still the mostly widely used form of written business communication. Here are seven quick tips for making sure your electronic conversations are clearly understood by others.
Think before you write. Just because you can send information faster that ever before, it doesn't mean that you should send it. Make certain that you are sending a message that will be both clear and useful to your readers. If you are sending an e-mail because you are upset with someone, delay sending it for several hours if possible so that you can cool off and review the message with fresh eyes. This kind of communication almost always is better expressed in person or in a telephone conversation than by e-mail anyway.
Create a short, but meaningful subject line. Most readers scan the subject live to determine which message to read first. Be clear about the subject. Only use phrases like “Urgent,” “Important,” or “Read Immediately” if your message meets the criteria. If you use this kind of phrase and the message is not urgent, you will lose credibility with the reader.
Include contact information on your electronic letterhead. Most e-mail programs allow you to set some information to appear automatically on each message you send. Take advantage of this feature and make it easy for the reader to contact you directly by including your mailing address, phone numbers, fax numbers and other contact information.
Make sure your message is easily readable. DON'T TYPE IN ALL CAPS. IT LOOKS LIKE YOU'RE YELLING AT YOUR READERS. Don't overdo on the use of bold and italic text, underlining and colors, etc. Limited use for emphasis can be effective, but overuse can make your message look unprofessional. Be sure to break up the content so that it's not one solid block of copy to make it easier to read.
Keep your message focused on the subject. Make sure that after reviewing your message, the reader knows the following key points: who, what, when, where, how and why. Try to keep your message short if at all possible - ideally no more than three short paragraphs. The longer your message is, the more your reader will tend to scan.
Keep your language professional. Electronic communication, because of its speed and broadcasting ability, is more conversational than traditional paper-based media but don't fall into the trap of using slang or foul language in your business communications. And always remember that e-mail can be easily shared with a very broad audience so don't express yourself in a way that could embarrass you later.
Read your message again thoroughly and use a spell checker before sending. Nothing looks less professional than a message full of spelling or grammar errors. A few moments spent going over an e-mail before it is sent is time well spent.
Writing excellent e-mail is not difficult but can go a long way toward establishing your reputation for professionalism among your business colleagues. Simple things matter!
