By Rachel Guise, PPS Editor
Email has been the main form of communication in the workplace for quite some time, but are you using it effectively? This blog lays out some of the best practices for using email with anyone in a professional setting.
The Subject
The subject is the first thing a reader sees when your email arrives in their inbox. The purpose of the subject line is to grab the reader’s attention as well as to summarize the main purpose of your email. Keep it short, but don’t forget to add the important information. MindTools gives a great example: “Subject: Meeting” versus “Subject: PASS Process Meeting: 10 a.m. February 25, 2014.” The latter allows the recipient to know what is going on and when by simply reading the subject.
The Purpose
The purpose of your email should be clear from the get-go. Are you summarizing a meeting? Are you making a formal request? State this at the beginning of your email and follow it up with the body of the message. Provide only as much information is needed so the email does not become bulky and hard to digest.
Format
Large paragraphs of text are not reader friendly. Smaller paragraphs appear easier to follow, and your receiver will not skim over the information. This ensures the purpose of your email is read and understood. For a point of reference, try following the Rule of 5s. The Rule of 5s is five words to a sentence, five sentences to a paragraph, and 5 paragraphs to an essay, paper, report, etc. Emails are typically shorter, but this is a nice tool to have as a foundation.
Tone
As Universal Class notes, a business-like tone is necessary in professional emails. Avoid colloquialisms and sarcasm—your reader may be unfamiliar with your sense of humor or misinterpret the meaning of the email altogether. Maintaining a professional tone will avoid any misunderstandings and keep the purpose of the email clear.
Your Audience
Forbes reminds us to respect the people who are part of the conversation. Remember to copy those necessary to keep the line of communication open. Huffington Post also notes that perhaps email isn’t the best form of communication based on your recipient or subject of the email. An in-person conversation may be the way to go. Assess your subject and recipient to determine if the situation calls for an in-person conversation or an email.
Proofreading
Just like any published work, you want to proofread what you’ve written before you hit the Send button. MindTools affirms that your email represents you and your professional image. Proofread your emails for a concise subject, proper format, and overall tone, in addition to spelling and grammar.
In Conclusion
Writing a meaningful email is incredibly important in the workplace. Following these guidelines will make sure the recipient understands the message you are sending and what is expected for all parties next. Be sure to review these tips before sending your next email!