Guidelines for Effective Emails

Key Components

Write about one topic only; if you have two topics, send two emails

Consider whether email is the best means of conveying the message

Use a meaningful, specific subject line

Put deadlines or “Time Sensitive” in the subject line if the issue is urgent OR phone

Use title case in the subject line (Your Vacation Request)

Use a friendly greeting & include reader’s name (“Hi Joan,” “Hello Everyone,”)

Omitting the greeting may make you seem annoyed

Put a comma after your greeting

Leave one line space between your greeting and your message

Put the most important idea at the beginning of your message

Be clear about any action you are requesting:  who, when, where, how

Use modern, informal professional language:  “I’m attaching,” not “please find attached”

If you expect to see the reader soon, you may sign off with “See you at the meeting/soon”

Otherwise, end with an informal closing such as Regards

Email Etiquette

Acknowledge emails that ask you to do something, ideally with a timeline and next step(s)

Send a short email saying “thank you” when someone e-mails you information that you asked for or answers a question you asked

Don’t use email to avoid an unpleasant or awkward face-to-face meeting

Don’t use email to send an emotional response to an issue at work

Only cc those who need to know or individuals you have been told by your boss to copy

Use bcc’s sparingly and only when circumstances warrant it; it’s fair to let others know who is aware of information exchanges

Make the Document Visually Appealing

Keep paragraphs short – under five lines and lines under 75 characters wide

Use bulleted or numbered lists

Delete long email threads which contain off-topic, sensitive or confidential information

Keep message under three screen scrolls:  consider whether an attachment is preferable

Be Careful with Tone

Never send an email when you’re angry; it may be forwarded to superiors and become a part of your permanent employee record

Be concise but not abrupt – use language softeners e.g. modal verbs and indirect questions

Read emails aloud before sending when addressing a conflict OR have a colleague review

Remember courtesy – use modals, please and thank you, not imperative commands

Use upper and lower case according to convention (capitalize names, capitalize words at the beginning of sentences, capitalize I, etc.) Text in all upper case IMPLIES ANGER.

Create a Professional Image

Use spellcheck before you send a message

Check for grammar, punctuation, spelling and word choice

Use abbreviations only if you are sure the reader will understand them

Never use emoticons/emojis (smiley faces, winks) in your business emails

Use standard closures; “Cheers” “Warm regards” etc. are rarely appropriate