10 Tips for More Effective Email Content
Thursday, February 05, 2015
You know that sinking feeling: You’ve pressed Send and you can’t take it back. Too often we send emails without stopping to think about what the impression our message makes. If it is in email it could become public, causing embarrassment or worse. The prescription to treat this heartburn: Think before you send.
Follow these tips for effective content your readers will appreciate:
1. Observe common courtesies. Include a greeting and closing. Use “please” and “thank you.”
2. Use proper grammar, punctuation, spelling and complete sentences, even when sending a message on your phone.
3. Indicate early and clearly in your message if you want the recipient to reply or take another action.
4. Get to the point quickly and be brief. Most emails should not exceed 75 words.
5. Include all relevant details or information to limit confusion and unnecessary back-and-forths.
6. Check for missing information, attachments and recipients.
7. Never send personal health or financial information by email.
8. Address your contact with the appropriate level of formality and professionalism.
9. Informal language is acceptable for recipients you know.
10. Limit the use of emoticons such as smiley faces, emphatic punctuation, such as !!! and ???, and all caps.
And don’t forget: Proof before you send.
This is the second article in a series about emails as professional business tools. Watch for more tips in the coming weeks or click here for more.