Ten Tips for Better E-mail Writing

Ten Tips for E-mail Clarity, Comprehension and Concretenessr
Are you deluged with e-mails? Can you keep up with the responses? How many e-mails do you read a day and shake your head in either frustration as to its content or because of grammatical and spelling errors? We write hundreds of e-mails a day or a week, and to various recipients. Take these Ten Tips for E-mail Clarity, Comprehension and Concreteness to make your readers happy to receive and respond to your e-mails.
1. The subject line is paramount: Use it to your and your readers’ advantage. After one response, change it. #1. (From you) Vacation policy; respondent’s the same. #2. (From you.) Vacation in 2012. #3. (An entirely different subject) Next Thursday, 8 July. When you file e-mails away, a specific subject line helps you find the information. With the same subject line you don’t know which one is the one to re-read.
2. BCC: (Blind computer copy.) When you send copies to others, blind computer copy to other recipients. No one wants to read through 20 names to get to the message. If you have two or three other recipients and each needs to know that s/he received the same e-mail, then CC to those parties.
3. Correct grammar: Would you send some of your e-mails to your 8th Grade English teacher? I assume not. Check your grammar before you press the “send” button. It’s so easy to think that no one really cares or notices if you don’t write correctly; you’re wrong. Dead wrong. Poor writing has gotten out of hand and it’s time to set the bar up three or four notches. Subject/verb agreement: There’s four files on your desk. No! There ARE four files on your desk. Each of the employees are getting new software. Wrong! Each of the employees IS getting new software.
4. Correct punctuation: Use a colon after a formal salutation. Dear Prospect:. A comma is use for an informal salutation. Dear Joan,. Put all periods and commas inside the quotation marks unless it’s in a parenthetical clause. Semi-colons and colons stay outside the quotation marks. Question marks stay inside when the direct quotation is a question, and outside when the whole sentence is a question.
5. Syntax: Write in complete sentences. Most business writing sentences are 10-12 words. Yes, shorter sentences work well too. Use visual explanation, not vague expressions. What does the reader think when you say, “I’ll talk to you soon.”? What does “soon” mean? It’s different for everyone. Delete informal writings: 4u, or RU ready?

© Copyright 2012 Dee Dukehart
- Top Ten-E-mail – page two

6. Patience: No one is on e-mail at the exact same time or the same amount of time as you are. When you need something answered or delivered within :15 or less, pick up the phone and talk to the person or leave a voice mail. Not everyone has the “out-of-office” capability.
7. Cut and paste: When you answer a question or refer to a point in a reply e-mail, cut and paste the question or piece of information. The sender may have sent you several questions and pieces of information and doesn’t know which one your reply refers to. Make it easy for the reader.
8. Replies: Reply to the sender withi
48-72 hours unless you have an “out-of-office” message and a date of return. Even if the e-mail is a sales inquiry; it’s rude not to answer. If you hire someone, let the others know that you made a decision. Information is powerful and polite. You can always let someone know that you’re in the process of making a decision; anything to keep the bridge of communication in good stead.
9. Spelling: We all have spelling situations; some more than others. Check and double check the spell check. Proof for proper name spelling. Your and you get mixed up and both are spelled correctly. Proof. It’s and its.
10. Proof: Start with the subject line and read and re-read the body of your message. Careless errors make a poor impression even on friends and family.

© Copyright 2012 Dee Dukehart

Dee Dukehart runs Sandbox Communications, an international communications consulting business. She helps individuals, teams and companies improve their business strategies and bottom line with more powerful presentations, business writing and communication. To have her help your bottom line and you, contact: Dee@DeeDukehart.com * www.DeeDukehart.com * 303-753-1111