Writing Good Emails

Writing good emails is an essential skill to have but is very rarely discussed. It is important to be aware of email etiquette not only when email professionals, but also when emailing friends, family and coworkers. Here are a few things to keep in mind.

What are you trying to say?
–    Identify your purpose
Who will read this message?
–    Focus on your audience
What’s your point?
–    Be clear, concise, and specific
–    Be brief, but provide all necessary information

Subject Lines
•    Summarize the main idea
•    Use nouns and phrases, not complete sentences
•    25-35 characters maximum
•    Treat as your “purpose” or “preview statement”
•    Avoid vague or unclear subject lines
•    Consider using identifying labels
•    Avoid subject lines that look like      !!!!!GREAT OPPORTUNITY!!!!!!

The body of the email should be:
direct and amplify your main point
–    Indirect Opening (Lacks clarity—wordy)
•    This is to inform you that we must complete the annual operating budgets smoothly.  Over the past two months many supervisors have expressed concern about their departmental budget needs.
–    Direct Opening (Improved)
•    All supervisors and coordinators will meet June 30 at 10am to work out the annual operating budgets for all departments
–    Explain and discuss the topic
–    Introduce relevant details or examples
–    Consider columns, headings, numbered or bulleted lists, and so forth
–    Using white space for transitions between paragraphs
–    Keeping your message to one screen to avoid being “skimmed” or “scrolled”

Email Distractions
•    Using UPPER CASE letters
•    Using all lowercase letters
•    Forgetting about punctuation
•    Using emoticons J = L
•    Using texting abbreviations such as, U, 2, 4, kthx
•    Avoid the use of graphic highlighting and formatting changes. Rather than drawing attention to a point, it typically makes the message harder to read. Instead, try drawing attention to important points or questions by separating it out with a line in between.

What do you think? Is there anything else that goes into a good email? Anything that people should really avoid?