Increasingly, e-mails are the primary mode of communication, for better or worse. While they are not ideal for collaboration and we have all heard the complaints about e-mail overload, they are a convenient and often necessary tool. Therefore it is important to know how to write a good one.
The points that follow deal with business and professional e-mails, not personal communication.
The top ten tips for writing an effective e-mail message:
- Have an e-mail address that is recognizable. It should be in English.
- Have a clear and specific subject in the subject line
- Within the body of the message, remember that important stuff goes first.
- Be brief. Paragraphs should be short and to the point. Normally, 4 or 5 paragraphs are the limit.
- Do not use social media slang and abbreviations (ex. plz, LOL, u)
- Be polite. Avoid using all capitals as means the equivalent of shouting.
- Begin the message with a greeting or salutation.
- Close the message with an appropriate sign-off and your name. Some suitable sign-offs include: Best regards; Regards; Best wishes; All the best; Thank you; or simply write your name alone.
- Include a signature block as the final piece of information on the e-mail. This shows pertinent information such as your full name, title/position, company, contact information.
- Remember your reader. What you know, they may not know. If you cannot communicate sufficiently in an e-mail what they need to know, then perhaps e-mail is not the best medium of communication. Try a face to face chat, or a phone call.
And remember that e-mail is not necessarily private, and it can last for a very long time. Never write anything in an e-mail that could get you in trouble if it were to get in the wrong hands (read by the wrong eyes).
Some handy web links:
A powerpoint presentation about effective e-mail
101 e-mail etiquette tips
Business writing tips
Business e-mail examples
More business e-mail samples
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