Marilynne’s World

How many emails do you get every day at work? 

How many do you read?  Do you read it all? 

When you write an email, how can you be sure it will be read?  Because of the large volume of email most workers receive every day, it’s hard to get your message across.  Here’s some advice on how to get your recipients to read your email.

1. Send the email only to those people who need to read it.  If you need a CYA copy, send one to yourself.
2. In the subject line, write the topic of the email.  “Hi!”  won’t do it.  Write something like “Staff Meeting 11 AM today”  or “I need information on the dog food contract.”  Your reader needs to know why they need to read it.
3. In the body of the email, don’t shuffle around. Say what you need to and say it quick.  If you don’t want your recipient to hit the Delete button, get the job done and get out.
4. Be clear.
5. Write it so your message can be read in the first screen.  Many people won’t scroll down to see what else you said.
6. If you have a lot to say, put it in an attachment.  Be sure the attachment is in a form your recipients can read.  Keep the attachment as short as you can.
7. If you need information, ask questions so your recipient knows what information you need.
8. Indicate whether you need a reply.
9. Never use a distribution list for your email unless you know the information is needed by everyone.
10. Don’t forget to send it.  <grin>

Marilynne

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email, how to, work habits, Writing, Writing at work