Effective Emails

Choose to send a message by email when:

• You want the message delivered immediately (though the receiver may not open it immediately)
• There are multiple recipients
• You want a record that can be stored electronically and circulated easily
• You are sending a private short to medium length message
• You need to send an electronic file to someone

Style for email messages:

• Keep it short
• Make the essence of your message clear in the opening paragraph
• Use formatting to make your points clear (single space message with a double space between paragraphs).
• Make your subject line specific and brief
• Consider separate emails for different topics
• Avoid emotional nuances
• Create an email signature
• Understand the use of cc and bcc

Best Practices

• Don't use company channels for personal business (email is NEVER private)
• Don't impose on others
• Be cautious about putting delicate topics in writing
• Think before sending problematic messages
• Treat every message as a public, permanent document
• Double-check your address list
• Include relevant copy from earlier messages when you forward them or reply to the sender
• Be mindful of the font and images as they may appear differently on the receiving end

Best Practices Cont...

• Honor the chain of command
• Consider using salutations
• When requesting action make it clear and specify when it is needed
• Adjust the level of formality to the message and audience
• Don't let unread messages pile up
• Never type in all caps
• Use bullets rather than paragraphs

Cont...

• Don't over format with colors, fonts, images
• Remember that messages can be forwarded anywhere and saved forever
• Only use the return receipt requested feature for the most critical messages
• Proof for grammar, spelling, capitalization
• Use acronyms sparingly
• Use high priority feature only when message is urgent

Lastly...

• Make sure every email you send is necessary
• Follow company policy
• Revise and proofread (consider typing your recipient's address after editing)
• Keep the layout simple and clean (particularly for mobile recipients)
• Be concise

The messages you send are a reflection of your professionalism, values, and attention to detail.

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