How to Write
Better E-Mails
How many times have you fired off an e-mail without much thought?
In most cases, that's not a problem - like scheduling a meeting
or sending information to move a project along. But there are
times when your tone or content is important. If you're not careful,
you could offend or anger someone . . . or worse - lose business.
Here are some tips for writing an effective e-mail when the message
really counts.
PURPOSE - Make sure that e-mail is acceptable for this communication.
If it's sensitive information or bad news, maybe face-to-face
or a phone call is better. Think about it from the recipient's
point of view.
LENGTH - Not longer than a standard computer screen, so the user
doesn't have to scroll. People do not like reading long e-mails.
If what you need to communicate is long or complicated, consider
another method, like a memo.
COMPOSITION - Engage the reader in the opening sentence. Highlight
the key points quickly, write concisely, and explain the purpose,
background and next steps. Avoid the use of all-caps in the body
copy. It's difficult to read.
MANNERS - Use "please" and "thank you." You accomplish more with
sugar than with vinegar, according to the adage. Be polite and
courteous.
ACCURACY - Proof your e-mail. This is a good practice for all
e-mails, but especially for the more important or critical ones.
Typos and sloppiness damage your credibility as a businessperson.
Another general rule is to use "Reply to all" and "Urgent" sparingly.
Use them only when all recipients really want and/or need the
information, the message is time-sensitive, or there may be ramifications
if it is not read (in which case face-to-face is probably better).
Diane Autey produces professional marketing and business writing
for a variety of companies and industries. She is an exceptional
business storyteller, adept at writing compelling copy that's
enjoyable to read, while driving customers to act. For more information,
visit her website at: http://www.projectsdonewrite.com.
About Melberg Marketing
Melberg Marketing specializes in powerful copywriting, compelling
graphic design and professional marketing consulting that gets
you noticed - both online and off. If you'd
like to start marketing DIFFERENTLY, give us a call!
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2. Blue Chip Quip:
"Be sincere; be brief; be seated."
-- Franklin Delano Roosevelt
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