While the vast majority of today’s adults are confident in their email-using abilities, think about how often you’ve received messages that were either too lengthy, too short, nasty, failed to address the issue at hand, failed to set appropriate expectations, or made no sense at all. I suggest the following best practices if you want to send an email that not only conveys your message but also makes you look knowledgeable and put-together as a professionsl
First, properly utilize subject lines.
To utilize them independently is fine (e.g., “Monthly Status Report – Please see attached (Please evaluate by Friday end of the day)”). or “Team – please fill out your time card by close of business today.” or “What a relief, you’ve been a great help!”
Second, have a cheery introduction and conclusion.
Every email I send out begins with a positive greeting, such as “I hope you’re well,” “Happy Friday,” or “It was great chatting to you earlier.” Taking the time to introduce yourself demonstrates that you are courteous and thoughtful, and not someone who jumps right into business. I aim for an upbeat conclusion because I want the reader to form a good image of me as a person.
Third, don’t hide the reason for your email after your introductory paragraph.
Be considerate of the fact that people often have to sift through hundreds of emails at once by being specific about what you seek from them. Avoid putting it in the fourth paragraph where nobody will see it.
Fourth, don’t be angry or caustic in your email.
Tese types of messages are never appreciated. Write it, think about it, scream into a pillow, pound a speed bag while reading it on your phone, but please don’t send it. Sending an angry or snarky email to a wider audience will only serve to paint an unfavorable picture of the sender in the eyes of everyone who receives the message.
You should always aim for politeness, diplomatic distance, neutrality, objectivity, and brevity while writing emails (I have struggled with the last one over the years). Some people will only know you from your email correspondence. There is no such thing as looking too good in an email.
Fifth, make sure your email has good grammar, spelling, and sentence structure.
Spelling mistakes, run-on sentences, and confusing concepts can divert attention away from your message.
Before pushing the SEND button to others, read the message aloud to yourself one last time. Make sure your email conveys the intended message, and more significantly, makes a good impression. If you’re unsure if an email is significant enough to send on your own, have another person read it.
A few more quick tips.
Never doubt someone’s good intentions; 93% of the tone of an email is lost in translation. If someone replies to you in what sounds like an angry or snarky tone, or if they only respond with a single word, try to hold your temper and not react emotionally. If someone responds to you, you should always presume that they meant no harm. You can use this information in your subsequent messages to them. In any case, you can always follow up with follow-up questions.
Don’t give vague or incomplete answers; for example, don’t just say “I don’t know.” Don’t utilize fragments; rather, express yourself fully.
Keep in Mind Your Representation: The way you interact in email says a lot about you, your image, your personality, and your intelligence. Realize that people will take it at face value, since they may have no other point of reference for who you are as a person or professional.
