| |
E-mails:
Expanding Your Sphere of Influence Through Better Business
Communications
By Jane Watson
You
know the ones: e-mails that are riddled with spelling and
punctuation errors; writing styles that seem to be an outpouring
of random thoughts; or requests for action that are vague
or difficult to interpret.
Here are some rules for writing e-mails to expand your sphere
of influence:
-
To
ensure the receiver actually opens your e-mail, hook the
reader with the subject line. If you have a deadline,
place it here, as well as in the body.
-
Start
your message with the person's name. (Never use Dear in
an e-mail.) If you are writing to a number of people,
begin with an informal word such as, greetings
or team.
-
Your
first paragraph should tell the reader why he should read
your message. The following paragraphs provide necessary
details; the final paragraph states the action required.
Never write in a chronological fashion. Today's readers
don't have time for once-upon-a-time writing.
-
E-mails
were designed for quick messages requiring quick responses.
Most people dislike e-mails that go beyond three screen
scrolls. Keep paragraphs under five lines long and use
numbered lists whenever possible.
-
Before
hitting the send key, check your e-mail for spelling and
grammar errors. People won't tell you about it, but they'll
certainly remember you if your e-mails don't project a
professional image.
-
E-mails
can come across as abrupt and demanding. Remember the
words of courtesy, please and thank you;
explain why you need an action taken.
Original: I need the figures by Friday. Revised: Please
e-mail me the figures by Friday so I can complete the
ABC proposal.
-
End
your e-mail with a warm close, Regards, Thank you,
Cheerio, TTFN.
-
Don't
send e-mails to "strut your stuff." Send them
only to people who need the information.
©2006,
Jane Watson is dedicated to advancing business communications.
She is a consultant, author, keynoter and trainer and can
be reached at jane@jwatsonassociates.com
or (905) 820-9909.
|
|
