Effective E-Mail - Some Golden Rules.
1. Think before you send it. Just because you can send information faster than ever before, it does not mean that you should send it. Analyse your readers to make certain that you are sending a message that will be both clear and useful.
2. Remember that you can always deny that you said it. But if you write it, you may be held accountable
for a very long time. You may be surprised to find where your message may end up.
3. Keep your message concise. Remember that the view screen in most e-mail programs shows only approximately one half of a hard-copy page. Save longer messages and formal reports for attachments. Include at least a summary (action or information?) in the first paragraph of your message.
4. Remember that e-mail is not necessarily confidential. Some companies will retain the right to monitor employees’ messages. Do not send anything you would not be comfortable seeing published in your company’s newsletter.
5. Do not attempt to “discipline” your readers. It is unprofessional to lose control in person, to do so in writing usually just makes the situation worse.
6. Do not “spam” your readers. Do not send them unnecessary or frivolous messages. Soon, they will quit opening any message from you.
7. DO NOT TYPE IN ALL CAPS! IT LOOKS LIKE YOU ARE YELLING AT THE READERS! Remember that if you emphasise everything, you will have emphasised nothing.
8. Do not type in all lower case. If you violate the rules of English grammar and usage, you make it difficult for the reader to read.
9. Use the “Subject” line to get the readers’ attention.
10. Finally do not forget to poof read your document before you send it. Run the document thru the spell checker and/or the grammar checker.