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An E-mail Reader's Top 10 Wish List
As e-mail has become our predominant form of
business communication, by now most of us have
established our own level of expertise, approach, and
style when sending messages.
But what
about messages we receive? Do you ever stop to
think what prompts you to read a message, helps you
to read and understand it, or influences your
impression of the sender? Whether or not you have,
you would probably find that you have much in
common with other e-mail readers. The list below is a
compilation of what people have told me makes it
easier for them to process their e-mail.
So,
before you send your next e-mail, put yourself in the
intended reader's shoes.
| Give me a clue about your
message
content with
a
subject line that shouts, "Read this!" |
- Keep it short with dates, statistics,
and other
key
information.
- Update the subject line if we exchange additional
messages on different topics. This makes it easier for
me to retrieve filed messages later.
| Write "one-screen" messages using
short sentences and paragraphs. |
- Put the most important information first so I don't
have to scroll through the message.
- Stick to one topic and include only what I need to
know.
- Summarize key information from previous
messages.
- Attach longer documents for detailed information
and label them clearly.
- Ensure I can open and read attachments.
- Be aware that attachments take time to download
and may transmit viruses.
- Compress large
files, if possible.
| Spare me unnecessary
messages. |
- Send or reply only to people who really need to
see your message and don't continue e-mail threads.
BUT
- I may share your e-mail with others, so consider
who else may read it. If it's too personal, confidential,
or important for anyone else to see it, let's meet face
to face or talk on the phone.
| Choose your words carefully. It's not
what you say; it's how you say it. |
- Use a courteous greeting (Dear Mr. Hayes, Hello
Jean) and close (Thank You, Sincerely)—at
least for
the initial message.
- Let our relationship guide the level of formality.
Take a cue from me. Do I get right to the point or ask
about your vacation plans first?
- Be specific with requests; state what you need,
when you need it, and why.
- Avoid being sarcastic, condescending, insincere,
or accusatory.
- Thank me for responding to and assisting you.
- Write only what you would say face to face. Don't
use e-mail to let off steam.
| Be selective in marking messages
urgent or high priority. |
- Remember the boy who cried "Wolf"?
- Be selective when requesting a read
receipt—not
for every message.
- Use Blind Courtesy Copy (BCC)
judiciously.
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| Respond promptly to
messages. |
- Check your company's policy; within a day or two
is reasonable.
- Set up an auto reply when you are away so I will
know when to expect a response or whom to contact
in your absence.
- Use an easy-to-read font and font size.
- Create white space with double spacing and
bulleted/numbered lists to help me skim the
content.
- Avoid writing in all capitals (SHOUTING!) or
lowercase (undecipherable!)
- Save emoticons (smiley faces), abbreviations
(LOL, TTYL), borders, multiple colors, or other
graphics for your personal e-mail.
| Re-read your e-mail before
sending. |
- Check if you have the right name and e-mail
address in the "To" field. Many names are similar, and
an error could be very embarrassing!
- Proofread your grammar, punctuation, and
spelling. Mistakes can affect your credibility or confuse
me.
- Read the email one more time for clarity,
conciseness, and tone to make sure it reflects your
intended message.
| Help me contact you in the
future. |
- Insert a signature block with your name, title,
phone and fax numbers, and e-mail address.
Thank you!
We appreciate your sharing our newsletters with your
colleagues, friends, and family members! Remind
them to subscribe and receive their own
copies.
If you missed or wish to review any, you can find them
archived at
www.ima-associates.com along with
a description of our other services.
Ilana
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Ilana G. Traverse, Principal
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