Tip #1. State Your Point Clearly, Concisely, And Considerately - Don't add useless information to your e-mails. Use an outline form to get your message across clearly.
Tip #2. Be Sure Your E-mail Concerns Only Those People Who Will Be Receiving It - Don't send messages to a large group simply because it's easier. Make sure the people who are receiving the information really need to see it.
Tip #3. Refrain From Using Sarcasm Or Controversial Messages - Having your message misinterpreted or sending it to the wrong person can lead to a big distraction from accomplishing your work and it can also potentially damage working relationships in the future. Waiting 24-hours before sending an e-mail with any emotional issues attached to it is often recommended.
Tip # 4. Use The Phone For Any Long Or Confusing In-Depth Issues Or Instructions - If it takes over 15 minutes to write an e-mail, choose another mode of disseminating the information. It will save time in the long run.
Tip #5. Avoid Sending Humorous Chain E-mails - E-mail chains can be risky; do not take the chance of unknowingly getting spyware or viruses from attachments. Plus, you don't know how someone will respond to your message (or a message that was forwarded to someone).
Tip #6. The Faintest Of Ink Outlasts The Fondest Of Thoughts - If you're communicating with someone about specific issues, costs, action items or related goals, it's always best to send a confirming e-mail to them. And if you do want to send this type of e-mail, it's best to use a bulleted outline format confirming what was said or committed to by everyone. Don't forget to position the content with this: "To confirm our conversation it is my understanding that XXXXX."
Summary: E-mails are a great way to communicate quickly and easily with clients, business associates and prospects. But as with any form of communication, it is important to follow certain guidelines to be the most effective.
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