How-To Articles

How to Email Properly

Emailing seems like a no-brainer. Do you really need a guide to help you do it properly? Absolutely. Why? Because there is a right and a wrong way to compose an email.

Have you ever received an email and didn't know what it was about, so you deleted it only to find out later on that it was important? Have you ever opened an email and then lost interest because it looked like a novel? Or have you ever sent an email and waited for hours, days or weeks for a reply? Chances are you've experienced most, if not all of these. So many people misuse email because they don't fully realize the value of proper email composition. Here are eight tips that will bring you closer to becoming an email connoisseur.

1. Write a meaningful subject.
   
   It should be concise and straight to the point. Make sure the recipient will be able to quickly and easily decipher what the email is about.


2. Be Friendly
   
   No one likes to receive emails that come across as harsh. Be mindful about the words you use and the way you structure your comments. If you?re being short, you may make the email receiver believe you?re angry or being rude. Remember that tone of voice can not easily be conveyed in writing.


3. Keep it short.
   
   Include only necessary information and only if it pertains to the subject. Here are some suggestions:
   
   1. State the most important information right off the bat.
   
   
   2. Use bullet points as much as possible, but only where appropriate.
   
   
   3. Attach detailed information in the form of a document rather than write it in the email.
   
   


4. Don't assume your emails are private.
   
   Email is not as secure as we'd all like to think, so don't write anything that you wouldn't be comfortable sharing with others.


5. Distinguish between formal and informal.
   
   When writing to a friend or close colleague, it's OK to stray from standard spelling, grammar and etiquette rules. Other people require a more formal approach. Gauge the situation, and write accordingly.


6. Proofread your message.
   
   If you're sending a message to your superiors or to a mass amount of people, take a few extra minutes to look it over. It may also be wise to have another person proofread the message to give feedback on the tone and content that is being portrayed. They may catch something you didn't.


7. Think before you send.
   
   If you're writing out of anger or frustration, save a draft and then step back for a while to weigh the possible consequences. Will you need the cooperation of this person at some point in the future?


8. Respond promptly.
   
   Even if you are busy and won't be able to write a full response until later on, letting people know that you received their emails and aren't ignoring them appears professional and courteous, and it doesn't force them to wait in vain for your reply. When you're not busy, however, respond right away.