Bad ExampleSubject: Meeting
Good ExampleSubject: Reminder of 10am Meeting Sched. 10/05 on PASS Process.
Identify yourself clearly
Keep it brief
I never make it through a long email. I find myself scanning, and I miss important details. You’re not writing a book or a love letter, you’re sharing information. Share the information and move on. If you write more than two or three paragraphs, a face-to-face meeting or conference call might be better.
Include a succinct subject
Long subject lines are as bad as no subject at all. Pinpoint a few keywords that convey the email’s purpose
Check your spelling and grammar
Your email client has tools for checking your spelling and grammar so use them. Many people are sensitive to misspelled words and poor grammar. They see it as a lack of concern. If you don’t care, why should they?
Don’t use emoticons and acronyms
Emoticons and acronyms are fine for personal email, but don’t use them in your professional correspondence.
Don’t use ALL CAPS
ALL CAPS is the email equivalent of angry shouting. You wouldn’t use ALL CAPS in a professional letter, so don’t use them in email.
Only copy those who absolutely need to be in the loop. Otherwise, colleagues will start ignoring your email.
Greet your recipients
Use a short greeting to acknowledge your reader; include their name if you can.
Include a closing
Let the reader know you’re done by including a complimentary closing and signature.
Retain the thread
When responding to an email, include previous messages and add your response to the top. That way, the recipient is privy to all the information that you already have