by Ellen Dowling, PhD
1. Think before you write
Just because you can send information faster than ever before, it doesn’t mean that you should send it.
Analyze your readers to make certain that you are sending a message that will be both clear and useful.
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2. Remember, You Can’t Deny it!
Remember that you can always deny that you said it. But if you write it, you may be held accountable for many moons.
You may be surprised to find where your message may end up
3. Keep your Message Concise
Remember that the view screen in most e-mail programs shows only approximately one half of a hard-copy page.
Save longer messages and formal reports for attachments.
On the other hand, do not keep your message so short that the reader has no idea what you’re talking about.
Include at least a summary (action or information?) in the first paragraph of your message.
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4. Remember, Email is not Necessarily Confidential!
Don’t send anything you wouldn’t be comfortable seeing published
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5. Don’t Attemp to “Discipline” Your Readers
It’s unprofessional to lose control in person—to do so in writing usually just makes the situation worse
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6. Don’t “spam” Your Readers
Don’t send them unnecessary or frivolous messages. Soon, they’ll quit opening any message from you.
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7. DON’T TYPE IN ALL CAPS!
IT LOOKS LIKE YOU’RE YELLING AT THE READERS! Remember, if you emphasize everything, you will have emphasized nothing.
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8. don’t type in all lower case
(unless you’re e.e. cummings.) if you violate the rules of english grammar and usage, you make it difficult for the reader to read.
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9.Use the “Subject” Line to Get the Readers’ Attention
Replace vague lines (“Information on XYZ Project,” or “Status Report Q1”) with better “hooks”
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10. Take the Time to Proofread Your Document before You Sent it
Rub the document thru the spell checker and/or the grammar checker. Even simple tipos will make you look sloppie and damage you’re professional credibility
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