Using email to communicate quickly and efficiently has become a standard in many lives. I, for one, couldn’t imagine how I’d get anything done without the rapid response that email affords.
Email, however, is impersonal. It lacks the advantage of body language, tonal inflection, and context. In the absence of these essential communication tools, Email can easily become a hindrance rather than a helper.
Consider these tips when drafting your messages:
1. Always use a greeting
2. Always explain yourself
3. Always sign your message
When you send a message to someone, it’s always safe to begin with a greeting. The absence of a greeting has been shown to make the message that follows seem more demanding and rude. A simple, “hello” will start you off so much nicer than jumping straight into a request or statement. If nothing else, it gets your reader in a positive mood before moving on.
From there, you definitely need to spend the 30 seconds it would take to complete your message with an explanation of what you’re writing about. Unless the email traffic has done the background work for you, you’ll need to include it in your text. Don’t assume that your reader has a clue what you’re talking about unless you spell it out clearly. They’re just as busy as you are so respect their time and make the message make sense for them. This is particularly true if you are reacting to or responding to something. You can’t expect your reader to read your mind and since they’re not likely to read your message in the same context that you wrote it, you’ll need to be specific to ensure clear communication.
Finally, sign your message. If you’re not willing to put your name on your message, don’t bother to send it. That’s just rude.
For more Email Etiquette, check out these past posts:
Email Etiquette – Before you hit Send, part I
Email Etiquette – Before you hit Send, part II
Email Etiquette – Do You Forward?
Email Etiquette – Subject Line, Part I
Email Etiquette – Subject Line, Part II
For comments or suggestions, you may contact Tracy here.
