These include several factors depending on who you are writing to and your relationship with
The kind of email you write gives clues about your own personality.
The biggest status cue is your competence with the language. If you have lots of misspellings, your
subject do not agree with your verbs, or you use the wrong words, people may assume that you are
Before you compose
The first step in writing email message is to identify the purpose of the message and determining
what the recipient reading the message has to do.
Focus your objective. Archive the five I’s: inform, inquire, influence, instruct and incite
If multiple individuals are responsible for different actions, clearly indicate who is responsible for what.
Always include due dates for each action,
No action or response is excepted of individuals on the Cc line.
Be sure to include meaningful subject line
this help clarify what your message is about and may also help the recipient prioritize reading your email
Emailing someone you don’t know
Be sure to open your email with a greeting like – Dear Jones, or Ms. Smith
Do not use “Sir” or “mr.” unless absolutely certain that your correspondent is male
It is safer to use “Ms.” instead of “Miss” or “Mrs.”
If you are addressing a group of people, you can say “Dears” plus the unifying attribute e.g. Dear
Use standard spelling, punctuation and capitalization
Be friendly and cordial, but don’t try to joke around.
Jokes and witty remarks may be inappropriate and, more commonly, may not come off appropriately
Write clear, short paragraphs and be direct and to the point
Don’t write unnecessarily long emails or otherwise waster the recipient’s time
Composing the content
‘Good morning” and “Good Afternoon” don’t make sense with email, as the sun may have
moved significantly by the time your correspondent gets around to it.
Answer all questions, and pre-empt further questions.
read the email through the eyes of the recipient before you send it.
Continuing Conversations over email
Try to respond within a reasonable time frame
Each email should be replied to within at least 24 hours, and preferably within the same working day.
If the email is complicated, send an email saying that you have received it and that you will get back to
Respond only to messages that require one. When replying make sure that you are adding value to the
Trim back the old messages
Most email clients will keep copying older messages to the bottom of an email
Delete older messages so as to keep your message size from getting too larger, and keep your messages
if someone asks a lot of questions, it may be OK to embedded your answers into the sender‘s
message copied at the bottom of your email.
However, if you’re going to do this, be sure to say so at the top, and leave generous space.
Never send an attachment to someone you don’t know the first time you contact them.
Avoid unnecessarily large file sizes
use dropbox links or wiki attachments instead of sending files.
What information NOT to Send
Never send the following information over email:
usernames and passwords
Credit card or other account information
Do not use email to discuss confidential information
If you don’t want your email to be displayed on the bulletin board, don’t send it.
D M I T RY @ B E K I N I N . C O M