By : Workingworld.com
Hard as it is to believe, 15 years ago email was uncommon. Now it claims a major role in business and personal communication, cluttering up our inboxes like the junk mail of old never did. Even though the rules change frequently, here are some guidelines for effective use:
• Topic. Have a clear topic for the subject. When you write your sister it’s OK to list “stuff” or “this and that,” but at work, be precise. What is the question about — time cards, say, or vacation days? Say so in the subject line.
• Name. Salutations aren’t essential, but addressing a person by name is more personal and very effective. Your call.
• Get right to the point. Deal with only one topic. If you absolutely must cover several, be sure the list is clear. Since many people scan email quickly, questions hidden in a long paragraph might be overlooked. Clear questions make a prompt reply more likely.
• Tone. Use professional language along with proper spelling and grammar. Email can’t make eye contact, so think about the tone of your language.
• Postcard. Remember that email is like a postcard. Anyone might read it. A court can even subpoena email, so think carefully about what you write.
• Contact info. Use your name and include other contact information. Your recipient might need to follow up some other way.
• Privacy please. Don’t forward messages without permission, and use the CC line sparingly. Avoid transmitting other people’s email addresses.
• Topic. Have a clear topic for the subject. When you write your sister it’s OK to list “stuff” or “this and that,” but at work, be precise. What is the question about — time cards, say, or vacation days? Say so in the subject line.
• Name. Salutations aren’t essential, but addressing a person by name is more personal and very effective. Your call.
• Get right to the point. Deal with only one topic. If you absolutely must cover several, be sure the list is clear. Since many people scan email quickly, questions hidden in a long paragraph might be overlooked. Clear questions make a prompt reply more likely.
• Tone. Use professional language along with proper spelling and grammar. Email can’t make eye contact, so think about the tone of your language.
• Postcard. Remember that email is like a postcard. Anyone might read it. A court can even subpoena email, so think carefully about what you write.
• Contact info. Use your name and include other contact information. Your recipient might need to follow up some other way.
• Privacy please. Don’t forward messages without permission, and use the CC line sparingly. Avoid transmitting other people’s email addresses.
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