You know I've got a thing about the top ten lists. Well, here's a nine point list about email.
It's a great article (see the link at the bottom of this rant to read the whole thing).
It's written by Paul Glen. As usual, his list is in bold with my comments underneath.
1. Spelling. I can't believe that people don't spellcheck their emails. But as Paul points out, spellcheckers aren't the be all and end all. A spellchecker checks, surprise surprise, your spelling and not your grammar. If you have written their when you mean there or bear when you mean bare, the spellchecker can't help you. So read the email before you press send.
2. Grammar. Paul says "grammar is not just for picky English teachers". I like that. The trouble is with email, that you don't get to hear the person's tone of voice. Are they being humorous? Serious? Civil? Rude? You don't know if their grammar is sloppy. So make sure that your email has no grammatical errors. Furthermore, they make you look just plain daft.
3. Signature Block. On your professional emails, you should have a basic signature with your name and title, address and website. If you encourage phone calls, include your phone number (I don't!) You can also add a short (repeat, short) tag line. But that's it. No images please. Just be quietly professional.
4. Subject Line. No "hi" or "hello" please. Use a sensible subject line so I know what you want and so I won't delete your email. Like everyone else you write to, I am busy. If an email looks even remotely like spam, it is deleted. This includes those of you who don't even add a subject line. It takes about five seconds, you know.
5. Format. As Paul Glen says, we are not accustomed to reading large blocks of text on computer screens. Break up your copy into small, manageable chunks. And do not think that, just because you have fancy handwriting fonts on your computer, I want to see them. Write your emails in Verdana, Times, Georgia, Ariel. No Comic Sans. Ever. And why are you adding color? Just don't.
6. Length. Get to the point. It's very nice if you start by saying I hope you're well or something. That's nice and friendly and I appreciate it. But don't rattle on unecessarily. Just get to the point.
7. Urgent Indicator. That little red exclamation mark or whatever it is. The chances are that your email IS NOT urgent. If the matter really was urgent, you wouldn't be emailing, you'd pick up the phone. You don't know whether I'm sitting at my computer, in a meeting or having a week in the Bahamas. (Haha). So if your message really was urgent, you'd call, not send an email, yes? Your little urgent indicator isn't going to make a scrap of difference to me. Just because it's there, it doesn't mean you have to use it/
8. Bandwidth Usage. A bit old-fashioned, this one, but there are still people who use a dial-up connection. If you are going to send people large files, it is polite to let them know beforehand. They may have an FTP server or some other, more convenient method for you to use.
9. Delivery Receipt. This is as bad as the bloody urgent indicator. Why on earth do you want a receipt? When the sender requests a receipt, I have the option - I'm asked whether I want to send a receipt or not. I never, ever, ever, ever, EVER do. So what's the point.
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OK, there was a very good list of nine. Having a fondness for lists of ten, (does that make me into a conformist, or something?) I have one to add:
No textspeak. I have ranted about this before. If you're emailing your sister or something you can say thx and RU OK and CU later and whatever you want. But put this in a professional email and people will think you're a loony. Or totally uneducated. Or both.
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