In recent years, the use of emails for either business or personal communication has become a common practice. Nowadays, emails are used more than any other mode of communication in business. Whether a formal communication or simple chat, be careful when you write an email. Without the nonverbal cues, it is easy for people to confuse or misinterpret humor, sarcasm, tone, and the intent of an email.
Here are some helpful tips to apply when writing an email.
(1) Set a positive tone from the outset. Make sure your email includes a courteous greeting and closing.
(2) Use spell check, good grammar, and proper sentence structures in your email.
(3) Keep your email brief and to the point. Don’t add unrelated or confusing messages.
(4) Keep your email organized and specific to a primary subject.
(5) Be sure the Subject field of your email reflects its content.
(6) Rule of thumb. Never send an email that you are unwilling to say to the person face-to-face. For the most part, use the telephone or a face-to-face conversation to communicate any difficult or emotionally driven messages.
(7) Before you send your email, check that the address or addresses to the To: field. Be certain that they are correct and include only those individuals you wish to send your email.
(8) Refrain from using the Reply to all feature to express your opinion to people who may not be interested.
(9) Reply to emails promptly. When a reply is required or expected, email your response within 24 hours of receiving the email. If you are unable to have access to your email system for an extended period of time, post a quick auto-reply to let people know that you will be unavailable. This is especially important in a business setting.
(10) There is nothing confidential about an email. Your email is a written document and can easily be forwarded to the wrong people by the receiver or seen by others if left open on a computer screen.
(11) If you receive an emotionally charged email, take a long pause before replying. It is always best to refrain from writing emails that you will deeply regret after sending. In these cases, try to meet with the person face-to-face or use the telephone.
(12) Always end your emails with your name and a “Thank you”, “Best regards” or some other thoughtful closing.
Written by: Patricia K. Flanigan, Smart Strategies for Successful Living
Patricia K. Flanigan has worked in higher education for over 28 years. She holds a doctoral degree in Organizational Leadership from the University of La Verne as well as a M.A. in Latin American Studies and B.A. in Anthropology from the University of California, Los Angeles. Before retiring and moving to Idaho in 2015, she served as the dean of online education and learning resources at Saddleback College, a large community college in Southern California. She currently consults in higher education, writes for local magazines, and serves as an Affiliate Faculty member at Boise State University. She works in collaboration with LEARN (Lifelong Education and Aging Resource Network). Since February 2017, she has been the founding director and an author for Smart Strategies for Successful Living, a community-based website designed to promote quality aging. As an educator, her focus is to inspire others to live and age well.
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