{"id":1258,"date":"2011-06-02T14:56:25","date_gmt":"2011-06-02T19:56:25","guid":{"rendered":"http:\/\/alsplace.info\/e-mail\/1258\/nine-guidelines-for-writing-effective-email-messages\/"},"modified":"2011-06-02T14:56:55","modified_gmt":"2011-06-02T19:56:55","slug":"nine-guidelines-for-writing-effective-email-messages","status":"publish","type":"post","link":"http:\/\/alsplace.info\/?p=1258","title":{"rendered":"Nine guidelines for writing effective email messages"},"content":{"rendered":"\n<!-- ALL ADSENSE ADS DISABLED -->\n<div class=\"author\" align=\"justify\">By <a onclick=\"CNB.Overlay.load({contentId:&#39;bio-&#39;})\">Susan Harkins<\/a><\/div>\n<div class=\"date\" align=\"justify\">May 26, 2011, 11:02 AM PDT<\/div>\n<p class=\"c-4 space-1 takeaway\" align=\"justify\"><span class=\"c-6 heavy\">Takeaway: <\/span>If you want people to pay more attention to your email, perhaps you should pay more attention to your email!<\/p>\n<p> <!-- php client madison [r20100514-1345-c13VipDvarTagSvn]: 10.15.4.104 GET \/html\/BRAND=9\/CELT=html\/CID=208960\/CLIENT:ID=CHEETAH\/CNET%2dONTOLOGY%2dNODE%2dID=13399\/CNET%2dPAGE%2dGUID=%2dLr6zwoPOh4AAD9Cg9EAAABA\/COOKIE:ANON_ID=Cg8IL03f1H8HAAAADRY\/DVAR_TAG=E%2dmail%3BOnline+Communications%3BSusan+Harkins\/DVAR_FIRSTPAGE=0\/HTTP_HOST=www.techrepublic.com\/HUB=cn\/COOKIE:MADUCAT=1%260528%26BK12282%26BK12249%26BK12250%26BK16265%26BK12251%26BK12252%26BK12258%26BK12644%26BK15553%26BK15554%26BK15690%26BK15890%26BK16087%26BK16198%26BK16207%26BK16920%26BK17207%26BK17316%26BK17788%26BK17811\/MAD_RSI_SEGS=ASK05540_10212%26ASK05540_10225%26ASK05540_10283%26ASK05540_10290%26ASK05540_10314\/NCAT=12841%3A13399%3A\/PAGESTATE=1%7C1591%7C%3B%3B%3B%7C\/POS=100\/PTYPE=2100\/REMOTE_ADDR=98.216.41.247\/SITE=11\/SP=136\/UA=Mozilla%2F4.0+%28compatible%3B+MSIE+7.0%3B+Windows+NT+6.1%3B+WOW64%3B+Trident%2F4.0%3B+Maxthon%3B+SLCC2%3B+.NET+CLR+2.0.50727%3B+.NET+CLR+3.5.30729%3B+.NET+CLR+3.0.30729%3B+Media+Center+PC+6.0%3B+InfoPath.2%29 HTTP\/1.0 --> <\/p>\n<div class=\"ad-hotspot space-2\" align=\"justify\"><!-- START AD CALL --> <\/p>\n<div class=\"hotspot\">\n<div class=\"hed\">In elementary school, we learned how to compose a business letter by including the date, a return address, a greeting, and so on. Those rules still serve us well for letters. Unfortunately, there are no such guidelines for email.<\/div>\n<\/p><\/div>\n<\/p><\/div>\n<p class=\"MsoNormal\" align=\"justify\">We want recipients of our email to treat our message seriously, yet we often give little thought to the message we send, because it&rsquo;s quick and easy, at least from a technical&nbsp;perspective. It&rsquo;s up to us to apply common sense and good taste to the messages we send.&nbsp;Here are a few guidelines you might find helpful, whether you&rsquo;re using Outlook, Outlook Express, or a web client:<\/p>\n<ul>\n<li>\n<div align=\"justify\"><strong>Keep it brief<\/strong>: I never make it through a long email. I find myself scanning, and I miss important details. You&rsquo;re not writing a book or a love letter, you&rsquo;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.<\/div>\n<\/li>\n<li>\n<div align=\"justify\"><strong>Include a succinct subject<\/strong>: Long subject lines are as bad as no subject at all. Pinpoint a few keywords that convey the email&rsquo;s purpose.<\/div>\n<\/li>\n<li>\n<div align=\"justify\"><strong>Check your spelling and grammar<\/strong>: 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&rsquo;t care, why should they?<\/div>\n<\/li>\n<li>\n<div align=\"justify\"><strong>Don&rsquo;t use emoticons and acronyms<\/strong>: Emoticons and acronyms are fine for personal email, but don&rsquo;t use them in your professional correspondence.<\/div>\n<\/li>\n<li>\n<div align=\"justify\"><strong>Don&rsquo;t use ALL CAPS<\/strong>: ALL CAPS is the email equivalent of angry shouting. You wouldn&rsquo;t use ALL CAPS in a professional letter, so don&rsquo;t use them in email.<\/div>\n<\/li>\n<li>\n<div align=\"justify\"><strong>Limit copies<\/strong>: Only copy those who absolutely need to be in the loop. Otherwise, colleagues will start ignoring your email.<\/div>\n<\/li>\n<li>\n<div align=\"justify\"><strong>Greet your recipients<\/strong>: Use a short greeting to acknowledge your reader; include their name if you can.<\/div>\n<\/li>\n<li>\n<div align=\"justify\"><strong>Include a closing<\/strong>: Let the reader know you&rsquo;re done by including a complimentary closing and signature.<\/div>\n<\/li>\n<li>\n<div align=\"justify\"><strong>Retain the thread<\/strong>: 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.<\/div>\n<\/li>\n<\/ul>\n<p class=\"MsoNormal\" align=\"justify\">In short, show some&nbsp;courtesy&nbsp;and don&rsquo;t take your reader for granted.<\/p>\n<!-- Social Bookmarks BEGIN -->\n<div class=\"social_bookmark\">\n<a title=\"Click me to see the sites.\" href=\"#\" onclick=\"$$('div.d1258').each( function(e) { e.visualEffect('slide_down',{duration:2.5}) }); return false;\"><strong><em>Bookmark to:<\/em><\/strong><\/a>\n<br \/>\n<div class=\"d1258\" style=\"overflow:hidden\">\n<br \/>\n<br \/>\n<a style=\"font-size:90%;text-align: right; \" title=\"Click me to hide the sites.\" href=\"#\" onclick=\"$$('div.d1258').each( function(e) { e.visualEffect('slide_up',{duration:0.5}) }); return false;\">Hide Sites<\/a>\n<\/div>\n<\/div>\n<!-- Social Bookmarks END -->\n<script type=\"text\/javascript\">$$('div.d1258').each( function(e) { e.visualEffect('slide_up',{duration:0.5}) }); <\/script>","protected":false},"excerpt":{"rendered":"<p>By Susan Harkins May 26, 2011, 11:02 AM PDT Takeaway: If you want people to pay more attention to your email, perhaps you should pay more attention to your email! In elementary school, we learned how to compose a business letter by including the date, a return address, a greeting, and so on. Those rules [&hellip;]<\/p>\n<!-- Social Bookmarks BEGIN -->\n<div class=\"social_bookmark\">\n<a title=\"Click me to see the sites.\" href=\"#\" onclick=\"$$('div.d1258').each( function(e) { e.visualEffect('slide_down',{duration:2.5}) }); return false;\"><strong><em>Bookmark to:<\/em><\/strong><\/a>\n<br \/>\n<div class=\"d1258\" style=\"overflow:hidden\">\n<br \/>\n<br \/>\n<a style=\"font-size:90%;text-align: right; \" title=\"Click me to hide the sites.\" href=\"#\" onclick=\"$$('div.d1258').each( function(e) { e.visualEffect('slide_up',{duration:0.5}) }); return false;\">Hide Sites<\/a>\n<\/div>\n<\/div>\n<!-- Social Bookmarks END -->\n<script type=\"text\/javascript\">$$('div.d1258').each( function(e) { e.visualEffect('slide_up',{duration:0.5}) }); <\/script>","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":[],"categories":[15],"tags":[],"_links":{"self":[{"href":"http:\/\/alsplace.info\/index.php?rest_route=\/wp\/v2\/posts\/1258"}],"collection":[{"href":"http:\/\/alsplace.info\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"http:\/\/alsplace.info\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"http:\/\/alsplace.info\/index.php?rest_route=\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"http:\/\/alsplace.info\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=1258"}],"version-history":[{"count":0,"href":"http:\/\/alsplace.info\/index.php?rest_route=\/wp\/v2\/posts\/1258\/revisions"}],"wp:attachment":[{"href":"http:\/\/alsplace.info\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=1258"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"http:\/\/alsplace.info\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=1258"},{"taxonomy":"post_tag","embeddable":true,"href":"http:\/\/alsplace.info\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=1258"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}