E-mail Writing Tips

Karen Porter, The Administrative Professional Job Performance and Career Success Coach™

and Founder and President

of The Effective Admin

"With almost 24 years experience interacting with the 'real' workplace and working administrative professionals -- including holding former admin pro level positions (and higher levels) myself at multiple different employers, -- I am well aware of the substantial job you and your administrative professional colleagues perform daily.

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Writing Advice. If you write nothing else in your job at the office, I guarantee you write e-mails. Here are some e-mail writing tips that will help you to write e-mail so that your recipient reads it and understands it almost immediately.

Return to articles about writing.

E-mails: Expanding Your Sphere of Influence Through Better Business Communications

By Jane Watson

You know the ones: e-mails that are riddled with spelling and punctuation errors; writing styles that seem to be an outpouring of random thoughts; or requests for action that are vague or difficult to interpret.

Here are some rules for writing e-mails to expand your sphere of influence:

To ensure the receiver actually opens your e-mail, hook the reader with the subject line. If you have a deadline, place it here, as well as in the body.

Start your message with the person's name. (Never use Dear in an e-mail.) If you are writing to a number of people, begin with an informal word such as, greetings or team.

Your first paragraph should tell the reader why he should read your message. The following paragraphs provide necessary details; the final paragraph states the action required. Never write in a chronological fashion. Today's readers don't have time for once-upon-a-time writing.

E-mails were designed for quick messages requiring quick responses. Most people dislike e-mails that go beyond three screen scrolls. Keep paragraphs under five lines long and use numbered lists whenever possible.

Before hitting the send key, check your e-mail for spelling and grammar errors. People won't tell you about it, but they'll certainly remember you if your e-mails don't project a professional image.

E-mails can come across as abrupt and demanding. Remember the words of courtesy, please and thank you; explain why you need an action taken.
Original: I need the figures by Friday. Revised: Please e-mail me the figures by Friday so I can complete the ABC proposal.

End your e-mail with a warm close, Regards, Thank you, Cheerio, TTFN.

Don't send e-mails to "strut your stuff." Send them only to people who need the information.

About the author:
©2002, Jane Watson is dedicated to advancing business communications.
She is a consultant, author, keynoter and trainer and can be reached at jane@jwatsonassociates.com or (905) 820-9909. www.jwatsonassociates.com