Tips for writing e-mails

January 29, 2009

First you should make sure that e-mail is the right communication tool for the job. Although e-mail can sometimes feel like the ultimate replacement for all other forms of communication, it’s actually more limited than you might initially think. First of all, e-mail is not synchronous like telephone calls or in-person conversations; in other words, sending a message does not guarantee an immediate response. Also, it can sometimes take more time to write an e-mail than it would to speak to someone directly. http://www.fundraising123.org/article/9-email-dos-and-donts-sender

According to Emily Foshee, a freelance copywriter, the subject line of an email is the last thing people think about, but it should be the first. When your e-mail pops up in your recipient’s in box, that person has just a few seconds to decide whether or not to read your message.  Their decision is based entirely on the effectiveness of your subject line.  A few hastily chosen words in the subject line will result in sales unnecessarily lost, potential customers missed and brand recognition wasted.http://www.articlesbase.com/email-articles/12-tips-on-writing-good-subject-lines-that-get-your-emails-opened-and-read-673352.html

Dan Santow suggests writing e-mails backwards by writing the body of the e-mail first, fill in the subject line second and add the recipients third. I like his idea because it reduces the risk of sending unfinished or incomplete e-mails.  The subject lines are better because they are more focused on what was actually written.  Also the e-mails are better targeted to the right people because after writing the message you may realize that not everyone you thought needed to receive the e-mail or you may realize that other people need to receive it as well.http://wordwise.typepad.com/blog/2008/03/flip-dont-flop.html

Be professional with your writing do not use short hand, text message style, or jargon when writing your e-mails. Always check your work for spelling or grammatical errors before sending it.

All in all e-mails are direct reflections of you and your organization so take the time to make sure it is a positive reflection.

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