10 Keys to Effective E-mail

1. Think before you write. In this world of fast food and quick fixes, it is so easy to get in a hurry and just start banging away at the keyboard. Just because you can send information faster than ever before, it doesn’t mean that you should send it. Think about what you want your readers to get from your message and make certain that you are sending a message that will be both clear and useful.

2. Giant redwoods and email live for a long time. Remember that you can always deny that you said it. But if you write it, you may be held accountable for a long time. You may be surprised to find where your message may end up. Some people keep email for eons.

3. Keep your message concise. Remember that the view screen in most e-mail programs shows only approximately one half of a hard-copy page. Also remember that people get so much email that they will often bypass longer messages.  If you have more to say, or something that should be saved, add an attachment.

4. Remember that e-mail is not always confidential. Some companies will retain the right to monitor employees’ messages. Don’t send out anything that you would not say out loud to a group of your friends or coworkers.  There is no excuse for offensive email, and you never know where will be forwarded o.

5. Mind your manners. It’s unprofessional to lose control in person—to do so in writing usually just makes the situation worse.

6. Don’t “spam” your readers. Don’t send them unnecessary or frivolous messages. Soon, they’ll quit opening any message from you.

7. DON’T TYPE IN ALL CAPS! IT LOOKS LIKE YOU’RE SHOUTING AT THE READERS! Remember, if you emphasize everything, you will have emphasized nothing.

8. don’t type in all lower case. I looks unprofessional and sends a message that you don’t care enough about your reader to spend the extra time to pus the “caps” button.  if you violate the rules of English grammar and usage, you make it difficult for the reader to read.

9. Use the “Subject” line to get the readers’ attention. This is like the headline in a newspaper.  It should tell the reader what the message is about and peak their interest.  Avoid blank subject lines

10. Take the time to proofread your document before you sent it. Use your spell checker and/or the grammar checker. Also, avoid short cuts like using “u” in place of the word “you”. Even simpl tipos will make you look sloppie and damage you’re proffessional credubility.