Effective Email Guidelines
Dealing with mail you have received
Don’t let the emails pile up in your inbox – this will just make you feel overwhelmed. There are three sensible actions for dealing with email you have received:
- File it in a topic or project folder to read later
- Carry out the actions requested by the sender (and then file or delete it)
- Delete it
You can also set up filters and sieve rules for incoming mail; this is useful for organising mail from mailing lists and deleting spam straight away.
Writing effective emails
Make sure the subject line sums up what the email is about (e.g., ‘Today’s meeting of the training committee: Agenda’, not ‘Hello’)
One topic for each email – get to the point and stick to the point
Maximum one paragraph or five bullet points
Write as you speak (use plain English) but don’t write as you chat (avoid slang, etc)
Assume nothing is private – email is like sending a postcard, not a private letter
Don’t use HTML or RTF formatting unless you are sure your recipient’s email program can read it; never send formatted emails to mailing lists. Remember: what you see is not necessarily what they get
Don’t send Word attachments – either include the text in the body of the email or send the attachment in a non-proprietary format such as PDF or HTML; even better, save the file onto a shared drive or web space and send them the URL (web address)
Don’t write sarcastic, abrupt or rude emails – it can be very hurtful
Don’t send your email to more recipients than is necessary
When not to write email
The most effective form of communication is face-to-face, followed by telephoning, formal writing, email, texting (not used in business yet), and voice-mail. Face-to-face communication is more interactive, and you get rich feedback, both verbal and non-verbal. However, some people prefer emails to face-to-face communication for giving a detailed set of instructions.
