10 Steps To Writing An Effective,
Professional E-mail
Contributed by Kristen A. Meinzer
E-mail is a wonderful tool that allows us to communicate efficiently, pass along information quickly, and manage our work electronically. However, e-mail also has its drawbacks. Because it is an indirect means of communicating, there is the potential for lack of clarity confusion or misunderstandings to occur. Since the exchanges are computer-based, it is easy (too easy) to let them pile up or be forwarded without thought. And for many people, its ease of use leads to sloppiness. Below are ten simple tips for avoiding these potential problems, and, in the process, keeping e-mail professional, clear, and effective.
1) Respond to e-mail in a timely fashion
Give your e-mail messages the same attention you give your mail and phone messages – make them a priority and respond promptly. Doing so will streamline your work, show consideration to those who e-mail you, and cut down on redundant e-mails down the road. And, if you haven’t already, set up your e-mail service to alert you to incoming mail so that you are less likely to miss messages accidentally.
2) Write a clear and meaningful subject line
Make the point of your e-mail clear from the get-go. Avoid vague or general headings such as “meeting” or “urgent” or “question.” Such headings make it difficult for the recipient of your e-mail to contextualize you or the message. Even worse, such headings trigger many e-mail users to hit the delete button, as vague subject lines are frequently used by spammers and virus-spreaders. Instead, use specific subject headings like “4:00 Human Resources meeting moved to the cafeteria.”
3) Greet the recipient warmly, but professionally
E-mail is a less formal means of communication than letter-writing, but it should still include certain polite structural aspects of a letter, including a greeting. Rather than simply jumping into the meat of your e-mail, write “Hello, Lawrence” or “Greetings, Colleagues.” Official greetings such as “Dear – ,” are rare in e-mail communication, but may be used in particularly formal situations, such as a job search application.
4) Identify yourself clearly
When you are e-mailing someone with whom you are not in regular contact, be sure to introduce yourself clearly, just as you would on the phone or in a letter. For example, you might say, “My name is Jim Austin and I will be assisting Julia Garcia in developing the third quarter marketing strategies.” This will establish a sense of understanding and report rapport between you and the recipient.
5) Make messages focused and readable
Brevity and clarity are the keys in to writing effective e-mail correspondence. Include only the information pertinent to the situation. Avoid using jargon. If there are many points to be made, break the e-mail down into numbered sections, for easier reading. And, if you are responding to several questions at once from someone else, do something to distinguish your answers from each of their questions, such as typing in capital letters bold.
6) Be mindful of privacy (your own and others)
Workplace e-mail is never completely private. Do not make it your forum for voicing frustrations about colleagues or office politics. Avoid revealing details about your personal life that you would not want made public. Take care to safeguard e-mail correspondence that includes private data (yours or other people’s) such a s social security numbers and credit card numbers. Such sensitive information can very easily be made available to the masses with the accidental (or deliberate) click of the “forward” or “reply all” Send buttons.
7) Keep it professional
Keep your workplace e-mail above board. Though a bit of friendly banter is both acceptable and welcome, you should avoid using slang, passing along chain mail, and using emotives (punctuation pieced together to draw faces & feelings) when sending e-mail to executives. Doing so reflects poorly on both you and the company you represent.
8) Include appropriate signature line
If you haven’t already, set up your e-mail service to automatically end each of your e-mail messages with a professional signature line. Make sure that the signature line includes:
You full name
Title
Name of company
Address of company
Phone number
Fax number
E-mail address
Company web URL
Such a detailed signature line gives your clients and colleagues the option of contacting you by alternative means. It also shows that you are a professional.
9) Avoid attachments
Attachments, like vague subject headings, appear suspicious to many e-mail recipients, as they are frequently used by virus-spreaders and spammers. If you can, avoid sending attachment s, particularly to people with whom you are not in regular contact. Instead, send information as plain text. If you must send attachments to people you don’t know very well, try calling them first to warn them. Or e-mail them afterwards to say, “Did you receive the e-mail I just sent? It included an attachment about Thursday’s computer programming tutorial.”
10) Proofread
Look over the e-mail before hitting the “send” button. Is the grammar correct? Are there any misspellings? Did you relay all the information that you intended to? If you can, set up your e-mail program to automatically spell-check and grammar-check content for you. It will make the proofreading that much faster. And the appearance of professionalism that much easier.
About the Author:
Kristen A. Meinzer is a freelance writer, educator, and media scholar. She holds a BA from the University of Minnesota and MA from New York University.
This article is intended for general informational purposes and does not provide legal or other professional advice. All trademarks contained herein are the property of their respective owners. Please read our disclaimer for additional terms and conditions governing access to and use of this article.
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