Tips for Writing an Effective E - Mail

Wonderful Tips for writing an Effective -Mail

Tip - 1 : Think before you write. Just because you can send information faster than ever before, it doesn't mean that you should send it. Analyze your readers' needs to make certain that you are sending a message that will be both clear and useful.

Tip - 2 : Remember that you can always deny that you said it. But if you write it, you may be held accountable for many many moons. You may be surprised to find where your message may end up.

Tip - 3 : Keep your message concise. Remember that the screen only shows approximately one half of a hard-copy page. Save longer messages and formal reports for regular ('snail') or overnight mail. On the other hand, do not keep your message so short that the reader has no idea what you're talking about. Include at least a Summary (Action or Information) in every E-mail message.

Tip - 4 : Remember that E-mail is not necessarily confidential. Some companies will retain the right to monitor employees messages. (Refer to #1 and #2.) Don't send anything you wouldn't be comfortable seeing published in your company's newsletter (or your community's newspaper).

Tip - 5 : Don't FLAME your readers. It's unprofessional to lose control in person; to do so in writing usually just makes the situation worse. (Refer to#2 and #4.)

Tip - 6 : Don't spam your readers. Don't send them unnecessary or frivolous messages. Soon, they'll quit opening any message from you. (Refer to #1.)

Tip - 7: DON'T TYPE IN ALL CAPS! IT LOOKS LIKE FLAMING! Remember, if you emphasize everything, you will have emphasized nothing.

Tip - 8: don't type in all lower case. if you violate the rules of english grammar and usage, you make it difficult for the reader to read.

Tip - 9: Use the Subject line to get the reader's attention. Replace vague lines (Information on XYZ Project, or Status Report Q1) with better hooks: Exciting Career Opportunity, Serious Problems, or Free Money.

Tip - 10: Take the time to proofread your document before you sent it. Rub the document through the spell checker and/or the grammar checker. Even simple tips will make you look sloppie and damage your professional credibility.