Creating Effective E-mail Messages

It is very important to know that business e-mail is very different from personal e-mail.  The expectations of writing quality are higher, and the consequences of bad writing or poor judgement can be more serious.  For example, e-mails can be used as evidence in numerous lawsuits and criminal investigations.  E-mail messages can range from a simple one-paragraph memo to a multi page report.  E-mail is often misused and overused, because it is so easy to send it.  Many busy professionals struggle to keep up with the flow of e-mail messages, which can significantly affect a business.   Here are some tips for effective e-mail messages:

• When you request information or action, make it clear what you are asking for, why it is important and how soon you need it; do not make your reader write back for details.
• Adjust the level of formality to the message and the audience.
• When responding to a request, either paraphrase the request or include enough of the original message to remind the reader what you are replying to.
• If possible, avoid sending long, complex messages via e-mail.
• Do not let unread messages pile up in your in-box.
• Do not over-format your messages with background colors, colored type, or complicated fonts.
• Remember that messages can be forwarded anywhere and saved forever.
• Make sure your computer has up-to-date virus protection
• Pay attention to grammar, spelling and capitalization.

Given the spontaneous nature of e-mail, you may sometimes need to work hard to keep your emotions under control.  A message that contains insensitive, insulting , or critical comments is called a flame. When you are ready to send an -email, pause to verify what you are doing.  Re-read your message to make sure that the content and tone of the e-mail is correct.