To email or not to email?Are you…informing? Are you requesting action? Who should receive the message? – Use specific and correct distribution lists – Maintain updated address books
Pick up the phone! Better yet-have a face to face conversation!
Do’s• Use business email for business• Think before you write: “engage your brain before your fingers”• Re-read messages before you send them for clarity and “correctness” – “Once it’s gone, it’s gone.”• Compress large files before sending as an attachment• Know your audience
Do’s• Put attachments on before you start writing your message = decrease in multiple emails.• Note in the first sentence that there is/are attachments.• Use specific subject lines-avoid vagueness!
Don’tsEmoticons : ( Be careful with texting-type of lingo/abbreviations: – “ Meet @ mkt 4 drinks?”. “Can u b here 4 mtg?” – LOL, BTW,ALL CAPITALS = SHOUTING!all lowercase = laziness (as i perceive it)Be gentle with “reply to all”
Don’ts• Office gossip• Forwarding biased or off-color jokes• Omitting a closing signature• General, non-specific responses or one-liners: – “I’ll be there!” – “You’re right.”• Disseminating confidential information• Use “blind copy” sparingly
What’s wrong with this email and how would you change it?
Danger, Will Robinson, Danger!!Flame e-mail: emails meant to “attack” or vent.
True or False?Emails are legal documents and can be used in a court-of-law?
Works Referenced• The Business Writer’s Companion, 4th ed. (2005) by Alred, Brusaw, and Oliu.• Business Communication with Writing Improvement Exercises, 6th ed (2000-2001) by Hemphill, McCormick, and Hemphill.