Writing e-mails

WRITING EMAILS Email is one of the most common forms of written communication in the business world--and the most commonly abused. Too often email messages snap, growl, and bark--as if being concise meant that you had to sound bossy. Not so. Consider this email message recently sent to all staff members on a large university campus: It is time to renew your faculty/staff parking decals. New decals are required by Nov. 1. Parking Rules and Regulations require that all vehicles driven on campus must display the current decal. Slapping a "Hi!" in front of this message doesn't solve the problem. It only adds a false air of chumminess. Instead, consider how much nicer and shorter--and probably more effective--the email would be if we simply added a "please" and addressed the reader directly: Please renew your faculty/staff parking decals by November 1. Of course, if the author of the email had truly been keeping his readers in mind, he might have included another useful tidbit: a clue as to how and where to renew the decals. Ten Quick Tips on Writing a Professional Email Always fill in the subject line with a topic that means something to your reader. Not "Decals" or "Important!" but "Deadline for New Parking Decals." Put your main point in the opening sentence. Most readers won't stick around for a surprise ending. Never begin a message with a vague "This." ("This needs to be done by 5:00.") Always specify what you're writing about. Don't use ALL CAPITALS (no shouting!), or all lower-case letters either (unless you're e. e. cummings). As a general rule, PLZ avoid textspeak (abbreviations and acronyms): you may be ROFLOL (rolling on the floor laughing out loud), but your reader may be left wondering WUWT (what's up with that). Be brief and polite. If your message runs longer than two or three short paragraphs, consider (a) reducing the message, or (b) providing an attachment. But in any case, don't snap, growl, or bark. Remember to say "please" and "thank you." And mean it. "Thank you for understanding why afternoon breaks have been eliminated" is prissy and petty. It's not polite. Add a signature block with appropriate contact information (in most cases, your name, business address, and phone number, along with a legal disclaimer if required by your company). Do you need to clutter the signature block with a clever quotation and artwork? Probably not. Edit and proofread before hitting "send." You may think you're too busy to sweat the small stuff, but unfortunately your reader may think you're a careless dolt. Finally, reply promptly to serious messages. If you need more than 24 hours to collect information or make a decision, send a brief response explaining the delay. Sample Formal Email to Boss To: jjones@jonesofficesolutions.com From: tmcaden@jonesofficesolutions.com Subject: Meeting About New Internet Service Provider 1/8/2013 Mr. Jones, I have been researching our choices for internet providers over the past week, and I wanted to update you on my progress. We have two options: H.C. Cable and Toll South. Both offer business plans, and I will go over the pricing of each plan at the meeting on Tuesday. Both of the options I listed have comparable speed and data usage offerings as well. I called your personal provider, GoGo Satellite, but they did not have any business offerings. They primarily do residential internet service. I will talk with Joe and Susan in IT about these options and get their suggestions. I will also send out meeting requests to everyone, including Mr. Morris in operations. If you have any questions prior to the meeting, please let me know. Yours sincerely, Tina McAden Administrative Assistant Jones Office Solutions http://www.jonesofficesolutions.com (555) 124-5678 Sample Letter About Resolved Issue Dear Ms. McDonald, I am writing to follow up on our discussion last Wednesday. As you requested, I filed a work order with the facilities department regarding the damage to the ascending escalator you reported. An examination of the escalator found that there was a shoelace caught in the gears. Said shoelace has since been removed, and the escalator was tested extensively to ensure this would not happen again. I am pleased to report that the tests were passed with flying colors, and the escalator has been reopened. Thank you for bringing this issue to our attention. Please continue to inform us should you have any other problems in our facilities. Yours sincerely, Marilyn Novak Property Manager Novak Skyscraper Construction Visit the link and read the instructions. http://www.english-for-techies.net/Q%20&%20A/Writing-emails.pdf

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