7
Tips for Communicating
Effectively via Email
Writing
and sending email messages is easy; crafting effective messages, on the
other hand, can be a challenge. You need to make sure your message not
only says what you want it to say, but that it also conveys the right
impression.
An
email full of misspelled words or typos can give a client the impression
that you're careless, and an angry message sent in haste can jeopardize a
relationship that took years to build. Knowing the limitations of email
can help prevent these kinds of disasters.
Grammar.
All kinds of rules are broken in email. Capitalization disappears.
Fragments run rampant. Don't forget that the recipient evaluates you and
your company based on your message. Try to remember to dot your i's and
cross your t's.
Spelling.
Most email programs offer some type of spell-check function. Use it. In
business correspondence, you want your words to carry weight, not to
highlight your inattention to detail.
Tone.
It's much harder to gauge tone in email than in conversation. Remember
that your recipient won't have the benefit of the cues they would have in
conversation. They can't see you wink or hear you laugh, and the ironic
sentiment you mean to convey might be misconstrued. This doesn't mean you
need to write form letters, but be careful.
Emoticons.
Although "smileys" or "emoticons" have become
hallmarks of online communication, they're usually inappropriate in
business correspondence. Once you have a solid working relationship, and
you and the client are familiar with each other's style, you can judge
whether or not emoticons are appropriate.
Signature.
If you use a preformatted email signature with your business's contact
information, be sure to type your name at the end of your message as well.
Relying on the signature in lieu of your name can be construed as cold and
impersonal.
Subject
headers.
Providing an accurate subject header is essential. Many people choose what
to open based on the subject line; blank subject lines or subjects that
have little to do with the message contents are frustrating for the
reader.
Think
twice.
Always reread your outgoing messages before you send them — especially
if you're angry. Email makes it easy to fire off a message you might
regret later. Take a deep breath and reread the message; if you're still
not sure that it's appropriate, save it and return to it later when your
emotions have settled.
