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    of 6
    4 Writing Effective emails Writing Effective emails Including DOs and DON'Ts Tips ericsson 2 Emailing is part of our life = Millions of emails circle the globe every day * Most people think: “Oh, writing emails is easy.” * But, if your messages are not clear, it's a quick trip from the Inbox to recipient's trash 2009-06-03 iting Effective emails 2009-06-03 Email Psychology «Observing the Receiver = Gets a lot of email — May receive compliments regularly, if they are a public figure Regularly gets asked a standard set of questions and favors Does not have a lot of free time Does not mind helping you, if itis fast ' * Observing the Sender = Spends a long time crafting the “perfect” (-ly long) email Believes that their request is original, unique, and special — Believes that they are the first to ask for such favors — Cannot imagine why anyone would turn them away Desires to tell the whole story, explained from every angle, so that the listener can understand their point of view Identify Your Audience = Ask yourself: — "To whom am | writing?” Is ita friend or family member? Are you writing to a familiar business colleague or known customer? — Do you even know the person who will receive your email? = Once you can answer this question, you are ready to decide what voice to use in your email correspondence Writing Effective emails 2009-06-03 Choose Your Voice (1) = Casual Voice = Most used style, especially when not appropriate = Whiting style may directly reflect how you speak = Might use contractions and address your email recipient by first name itis most appropriate for personal emails to friends or family members formal Voice = Do not get too personal, stay away from unsuitable comments or jokes, and stick to the business of the email message — Be consistent, constantly focusing on the message you want to get across. = Semi-formal writing is appropriate for personal emails to friends or family members when discussing topics of a serious or business-related nature. = tis also definitely applicable to email exchanges with familiar colleagues in work-related discussions, or when responding to ‘customer inquiries with which a trusted business relationship is already firmly established Choose Your Voice (2) + Formal Voice = Perhaps the most strict of these three voices = Ithas its own traditional set of standards that must be followed — These standards, or rules, include: ‘Professional salutations to email recipients (no calling your email recipient by first name here) + Use of complete sentences, = No abbreviations * All words are completely spelled out (meaning no contractions allowed) + Etc — Most appropriate for: ‘+ Job applications Emails of introduction Discussions of a serious or legal nature + Emails to superiors or subordinates = Safest style to use when the email is of a business (or otherwise serious) nature and the recipient of the email is not someone who is familiar to you Writing Effective emails 2009-06-03 Brainstorm, Edit, and Proof the Contents of Your email (1) = Brainstorm — Take as much time as you need to develop the idea(s) for your email — You know what you want to say, 0 just write what ever comes to mind. It's better to have too much information than not enough Reorganize your information as needed = Check your sentence structure. Do not use fragment sentences. — Each new idea starts a new paragraph — Double check misspelled words, proper word usage and grammar and fix as needed. Once you are finished editing, if you Used a word processing program, copy the content and paste it into the main composition area of your email Brainstorm, Edit, and Proof the Contents of Your email (2) + Proof = Final (and an extremely important) step for writing effective emails, = Don't confuse it withthe edit step = Recipient's Email Address: Check the recipient's email address for accuracy * Verify the accuracy of any additional recipients you copy (cc) or bind copy (bec) too = Attachments ‘Make sure that you have actually attached the files you reference in your email + Be careful f attaching files ending in "exe". These may be rejected by the recipient's email server as potential virus attachments (even when they are not). + Respect the wishes of your recipient For example, i the recipient expressly states that he or she does NOT accept email attachments, do not include any. — Subject Line: ee Virite a summary in the subject line of your email ‘Make it as short and concise as possibh Writing Effective emails 2009-06-03 Brainstorm, Edit, and Proof the Contents of Your email (3) + Proof (cont.) - and Grammar, Soot fon eal sofware programs have a spel and grammar check funeton atne + 7s an nin grammatical oor (agin, poet word usage and era ean oe Beale ain aoa ~ _Embed’inenever yoo p(t copy) a hyperink of URL ito the body of ORI copy a hyprn o URL ote Bdy you at perage You stead nate re a eho va = Spal erase sousmnas rome nae = mi fae ea“ sei rr psc are lin it eri (or Sa ce a a ee + FN ees RS tect at Grove wot) rcave ide rine Sa ~ Dota ipa A SI ing ste each re you wie an el. 36D ues ad geevan tae staan sea oma «, Sapmeg Ian Rene meee ree Ae al es ean cn efor wi Sapa ssn ep ore eacans + Youmight Gonsider creating an email signature card that you can use for {ch al you send (or otesency and eas8) Keep the message focused and readable + Focused message

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