E-mail is a beautiful tool within an office until it becomes an ugly one. So, before sending correspondence, think through these points:
- Does everyone receiving this e-mail need to know what is being sent?
- If someone is receiving this who does not have a hand in the action required by the e-mail, are they in the carbon copy field so that they know no action is required on their part?
- Have you read through your e-mail for errors? You are less likely to be taken seriously if your e-mail is full of typos, misspellings, and grammatical errors.
- Does your language convey the message you want to get across? Don’t let your writing sound as uncertain as some people’s speech does (unless, of course, you are asking a question). If you are making a statement, write it with certainty. And use words that leave little room to be misconstrued. The more specific, the better (ex: “disappointed” as opposed to “upset”).
- AVOID TYPING IN ALL CAPITAL LETTERS. People automatically get defensive and assume that you’re yelling at them. THAT USUALLY DOESN’T MAKE THEM WANT TO RESPOND TO YOU.
Folks get tired of getting pointless e-mails. And that fatigue turns into them not opening any e-mails from you/your department/your organization. And, before you know it, they’ve missed the one from you that they really need to read.
So, ask yourself, is this e-mail beneficial or BS and let the answer to that question determine whether or not you hit send.
Make professional development a priority.