An E-mail Reader's Top 10 Wish List
As e-mail has become our predominant form of
business communication, by now most of us have
established our own level of expertise, approach, and
style when sending messages.
But what
about messages we receive? Do you ever stop to
think what prompts you to read a message, helps you
to read and understand it, or influences your
impression of the sender? Whether or not you have,
you would probably find that you have much in
common with other e-mail readers. The list below is a
compilation of what people have told me makes it
easier for them to process their e-mail.
So,
before you send your next e-mail, put yourself in the
intended reader's shoes.
| Give me a clue about your
message
content with
a
subject line that shouts, "Read this!" |
- Keep it short with dates, statistics,
and other
key
information.
- Update the subject line if we exchange additional
messages on different topics. This makes it easier for
me to retrieve filed messages later.
| Write "one-screen" messages using
short sentences and paragraphs. |
- Put the most important information first so I don't
have to scroll through the message.
- Stick to one topic and include only what I need to
know.
- Summarize key information from previous
messages.
- Attach longer documents for detailed information
and label them clearly.
- Ensure I can open and read attachments.
- Be aware that attachments take time to download
and may transmit viruses.
- Compress large
files, if possible.
| Spare me unnecessary
messages. |
- Send or reply only to people who really need to
see your message and don't continue e-mail threads.
BUT
- I may share your e-mail with others, so consider
who else may read it. If it's too personal, confidential,
or important for anyone else to see it, let's meet face
to face or talk on the phone.
| Choose your words carefully. It's not
what you say; it's how you say it. |
- Use a courteous greeting (Dear Mr. Hayes, Hello
Jean) and close (Thank You, Sincerely)—at
least for
the initial message.
- Let our relationship guide the level of formality.
Take a cue from me. Do I get right to the point or ask
about your vacation plans first?
- Be specific with requests; state what you need,
when you need it, and why.
- Avoid being sarcastic, condescending, insincere,
or accusatory.
- Thank me for responding to and assisting you.
- Write only what you would say face to face. Don't
use e-mail to let off steam.
| Be selective in marking messages
urgent or high priority. |
- Remember the boy who cried "Wolf"?
- Be selective when requesting a read
receipt—not
for every message.
- Use Blind Courtesy Copy (BCC)
judiciously.
