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Before you click send …
Avoid message miscues with these 10 rules
E-mail is so ingrained in our everyday lives that we sometimes forget to mind our manners when using it. We’ve all dashed off quick replies without considering how our tone could be misconstrued or how our misspelled words will make us look (or how they will confuse recipients). Here are 10 rules you can follow that will help you communicate more effectively via e-mail.
1. Reread your message before clicking send.
In addition to checking your message for typos and grammar errors, reflect on how the recipient will judge the tone of your message. Humor and sarcasm don’t always translate in e-mails. Also, it’s always wise to cool off before sending an e-mail written while you’re angry.
2. Reconsider using capital letters or text/chat abbreviations.
Remember that in the online world, capital letters equate to shouting. Is that really what you intend? Also, consider whether using text/chat abbreviations, such as LOL and BTW, is appropriate—and whether your recipient will understand the abbreviations.
3. Use a specific, meaningful subject line.
We’re all bombarded with e-mail from colleagues, family members, friends, retailers and other organizations. Help the recipient prioritize responding to or acting on your message by using a clear, specific subject line. “Agenda for Aug. 25 department meeting” is a much more useful subject line than “Meeting” or “Agenda.”
4. Think twice before hitting “reply-all.”
Group e-mails can be an effective way to convey information, but wading through a chain of messages sent to “reply-all” can be just as time-consuming as holding an actual meeting. Before you reply-all to an e-mail, make sure all recipients really do need the message you’re about to send.
5. Use BCC: appropriately.
When you’re e-mailing multiple people, such as a group of parents, you can protect the privacy of your recipients by entering your own e-mail address in the To: line and their e-mail addresses in the BCC: line. On the flip side: Examine your motives before blind-copying someone on an e-mail. Why don’t you want your primary recipient to know you’ve copied someone else on the message?
6. Use your out-of-office message tools when you don’t have e-mail access.
Out-of-office messages help the people sending you messages know when they can expect a response and whom they can contact if they need immediate help. But …
7. Make sure your out-of-office message won’t automatically be sent to any mailing lists.
If you’ve ever posted a message to a mailing list, you know how annoying it can be to receive a string of automatic replies.
8. Remember that you are writing for the screen, not for print.
Make it easy for your recipient to understand your meaning. Use short paragraphs and lists when possible, and don’t pile multiple subjects into one message. It’s better to send shorter e-mails with specific subject lines.
9. Avoid using unnecessary graphics and layouts.
Colored backgrounds and fancy typefaces add to the size of your message and come across as attachments in some e-mail programs. Chances are also good that your recipient will be reading the message on a smart phone that can’t display your “stationery” anyway.
10. Use professional e-mail signatures.
Before you add your favorite quotation to your signature line, ask yourself whether the quote is appropriate in all e-mailing scenarios. Also, in a professional setting, make sure that your e-mail signature contains your job title and contact information. Your e-mail program might allow you to create multiple signatures for different situations.
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Plain text e-mail: |
A type of e-mail that contains only letters, numbers and standard punctuation marks. Unlike HTML or rich text e-mails, plain text e-mails cannot support bolded or italicized characters or other formatting. This quality makes plain text e-mails smaller in file size as well as readable by more e-mail programs. |
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