E-Advice: E-mail Know-How

We use e-mail every day, but how many of us really know how to write a good e-mail? You'll lose a lot in translation if you aren't careful. The new book Send is the Elements of Style for e-mail. Here are some tips to keep your e-mail communication accurate.

1. Subject lines
Don't leave them blank, and don't let them be ambiguous. A subject line is like a headline, and should act as a summary to the body of the e-mail. If the subject of the e-mail changes, update the subject line accordingly. This will help the recipient determine whether the e-mail needs immediate attention.

2. Attachments
No one likes opening an attachment when they have ten other things on their agenda. When possible, paste the information to the body of the e-mail instead.

3. Urgent
Tagging your e-mail as urgent is a nuisance to the sender. The importance of your e-mail should be made clear without such tags. Save the "high importance" tags for very rare occasions. You don't want to cry wolf.

4. Introductions
When addressing e-mails to people you don't know, use Mr. and Ms. (never Mrs.). But don't include their first name, as it comes off as awkward and forced. This way you stay professional and avoid offending anyone. If they use their first name in their replies, you can then switch to a more informal greeting.

5. Mirror:
Write back in the style of the sender. If someone sends you a formal e-mail that ends with a question, it's best not to reply with "cool, that works for me." E-mails should be brief but make sure you cover all the information the sender is asking for.

6. Style
Don't annoy your recipient with an e-mail in all caps or he may think you are yelling or are angry. Also make sure you e-mails always look professional and avoid crazy fonts.

From the E-Business Newsletter

By Rebecca Aronauer