WRITING PROFESSIONAL EMAILS

10 COMMON E-MAIL HABITS THAT WASTE TIME AND CAUSE PROBLEMS

1. 2. 3. 4. Vague or nonexistent subject line. Changing the topic without changing the subject. Including multiple subjects in one note. Sending before thinking.

10 HABITS CONTD.
5. 6. 7. 8. 9. 10. Inadvertent replying to all. Omitting the context of a reply. Shooting the Messenger Misaddressed recipients. Displaying addresses of recipients who are strangers to each other. Replying vs. forwarding.

TODAYS AGENDA
1. 2. 3. 4. 5. 6. 7. 8. 9. Addressing Subject Line Message Text Signature Line Attachments Style Managing Email Discussion Activities

ADDRESSING
Limit to who really needs to know. Make it clear in text who has action and who is info addressee. Use BCC to protect Email addresses unless everyone knows each other. Watch Reply All.

ADDRESSING (CONTD.)

Use address book with mail groups & validate often. Avoid typing addresses free hand; many addresses are similar; watch auto fill. Send same message to multiple recipients by editing message as new or cutting and pasting.

ADDRESSING (CONTD.)
Make sure forward does not embarrass sender. Get permission if in doubt. Never be sarcastic to the sender in forward or reply.

Fill in addresses last to avoid sending an incomplete Email by mistake.

SUBJECT LINE
Headline (think newspaper). Grab Attention. Summarize message.

INEFFECTIVE SUBJECT LINES

Subject: Hi questions Date: 9:17 am 10:11 am

Meeting
One more thing........... Some thoughts

12:44 pm
3:02 pm 4:21pm

EFFECTIVE SUBJECT LINES

Subject: Party planning meeting rescheduled for 3pm Help: I cant find the draft for the Smith Paper Date: 9:17 am 10:11 am

Reminder: peer-review articles due tomorrow (3/30)

Questions about Sociology 210 project Congratulations to Jennifer for winning Nobel Prize

12:44 pm
3:02 pm 4:21pm

EFFECTIVE SUBJECT LINES

Subject: Re: Re: Re: [Fwd: [Fwd: [hrfac] Reminder: Deadline for Spring Semester Is Jan. 15]] Date: 9:17 am

Remove extra email prefixes

RATE THESE SUBJECT LINES

1. 2. 3. 4. 5. Subject: Important! Read Immediately!! Subject: Meeting Subject: Follow-up About Meeting Subject: Announcement Subject: Do we need a larger room for Social meeting on May 14?

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MESSAGE TEXT

Keep the message focused and readable. Keep it short. Use inverted pyramid

Use paragraphs Use short sentences and active voice. Avoid fancy typefaces.
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MESSAGE TEXT (CONTD.)

Write in standard professional English with Capitalization and correct spelling. Dont type in All Caps like yelling. Avoid using URGENT and IMPORTANT. Proofread & spell check.

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MESSAGE TEXT (CONTD.)

When replying to long messages be careful:

Yes, I agree. is useless without context. Top quote vs. Bottom quote Avoid replying line by line in an argumentative manner.

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MESSAGE TEXT (CONTD.)

Identify yourself clearly to cold contacts Hello, I amThe reason I am writing Hello, so-in-so suggested I contact you Respond Promptly. Apologize if you dont. Interim reply when too busy.

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ATTACHMENTS

Use sparingly. Cut and paste relevant parts of attachment into text of Email. Use URL links instead.
Upload attachments to website and cite URL.

Recipients who do not know you may be reluctant to open attachments or click URLs.

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ATTACHMENTS (CONTD.)

Post attachment first to avoid Oops, heres the attachment.

Trend is posting large attachments into blogs followed by Email announcement.

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SIGNATURE LINE

Only include (if you want people to contact you)

Your name Title Organization Email address (especially on listservs) Website Phone numbers Disclaimer

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STYLE

Threads
Multiple replies can get out of hand, but continue them to maintain the tread. When they start to drift start a new thread with explanation.

Be true to the Audience.

Formal vs. informal

Dont Flame
More common in chats and blogs, but still wrong.

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STYLE (CONTD.)

Do not overuse high priority option.

Avoid delivery and read receipts.

Do not ask to recall a message. Just apologize and correct. Do not copy a message or attachment without permission.

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STYLE (CONTD.)

Chill out! Avoid sending a negative reply to a negative Email. Wait 24 hours. Write, but dont send. Dont reply at all and let them wonder. Offer to speak by phone or in person; Email is not a good tool for clearing the air.

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STYLE (CONTD.)
Chill out (contd.) Leave no record of sensitive or emotional responses. Never say in Email what you wouldnt say in person or would not like to see in the press or defend in court. Once you hit Send you have lost control of the Email. You can never be certain that it was erased from all locations. Think of all Email as Permanent.

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MANAGING EMAIL

Organize Email into folders. Review and clean out folders periodically Dont print Email unless you need to refer to it remotely.

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