1. Make the effort to learn about the etiquette (these days known as "netiquette") involved in writing emails. There are lots of good reference websites and books about the Internet that will tell you the basics. I know it may seem a bit precious attach so much importance to social niceties when The Internet is basically very informal. However, like it or not many people have the label online very seriously. So if you're writing emails for business, you should assume that your recipient and may be one of those …
2. Never send and preferably not even try to write an e mail if you are angry, upset, drunk or otherwise not in total control. If you have an argument with someone on the phone, you can sometimes sweet things. However, with emails, once you hit "send" everything you've written is there, carved on tablets stone, by the time the recipient wants to look at it. The old adage "count to ten" before responding, could not be more true in this case. Only send emails angry if you can handle, or do not really care, the recipient resulting from feelings!
3. One thing you can think is that may be useful to consider carefully when sending your email. To begin is always a good idea to avoid sending messages email coincide with the end of Monday morning and Friday afternoon lethargy. Also, I found that sometimes messages sent to the companies during the weekend just been lost in cyberspace. And in a more subtle level, if recipients see that you are sending emails on a Sunday morning or late at night, may feel that you can stop for a business conversation at the same times. Although you may think it's great to impress a client working all hours, when your partner does the same client calls the phone at midnight.
4. Because almost everyone at some time or another has been infected with a computer virus, people are understandably wary of attachments. Never send attachments to anyone I do not know very well, and also never open attachments unless they are people I know well. And then, some contemporary viruses and worms clone themselves in the names and email addresses real, so even an email purporting to be from someone you know might be infected. If in doubt add text in the body of your email, or contact the recipient beforehand and make sure they are happy to receive as an attached file.
5. The design of e-mails is something few people pay attention to, especially if (like me) from your system uses text only. However, even with a simple text of a provision sound can make everything more readable. Above all, you should avoid writing emails that all expansion of the way through of the screen. These are very difficult to read and be able to see everything properly as text, the reader may have to fiddle about changing fonts. The safest course is to use the format of the lines of no more than 65 characters long. That fits, works everywhere and makes the email much easier on the eye.
6. Your subject line should focus on what's in it for the reader so it grabs their attention. You find that the best way to do is include some kind of benefit. For example, if you are writing an email about a project budget revised downwards, instead of saying "Project X – Revised costs, "say" Project X – costs reduced by XX% "). If there is no real benefit of using, try to do more interesting and intriguing anyway. Also, avoid words most hated by spam filters, as "free", "subscribe", etc.
7. Of Online writing has to be concise and clear, mainly because the screen is a particularly unfriendly reading medium for most people's eyes. If only for that reason the KISS principle (Keep It Short & Simple) is useful. With emails you need to get straight to the point and maintain it. Someone who receives dozens of emails per day does not have time to walk by a lot of preamble. By making your point concisely you stand the best possible chance of avoiding the undignified fate of being eliminated.
8. In regard to writing style, here more than any other medium that is very, very useful to write as you speak. In addition, it will make your email clearer and more concise if you leave out all adjectives, but essential and adverbs. Use short sentences, and never include only one main idea or thought per sentence. Paragraphs should not consist of more than 6 sentences max less – if possible. And if the list of more than a couple of articles, cartoons use.
9. If you write emails for business, do a good use the facilities of the firm that goes after your name. It's amazing how many people do not use that facility properly – yet it is an excellent opportunity for you to put across some words of advocacy. Because the email signature appears at the end, recipients are not likely to be irritated by it. In fact, provided it contains useful contact information will be seen as a useful addition to your message. And even if your email is text only can still make it look reasonably smart.
Suzan St Maur is a leading business writer, author, editor and writing coach. Check out her website http://www.SuzanStMaur.com
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