Smart e-mail practices
In a business e-mail structure, you will have the following:
When we finished our studies, we delved into the world where work isn’t like school.
I’m quite lucky to major in both Communications and Psychology. Majoring in Psychology doesn’t mean that I can read minds, it actually helped me to listen more and try to understand people (in fact I think my empathy increased).
On the other hand, Communications major not only taught me how to write for the media, it also taught me Business Communications. In Business Communications, I learned how to communicate with the employer when I apply for a job, how to write resumes, cover letters and writing e-mails among others.
I’m sure some of you already know some of these, but perhaps it would be a good idea to refresh. Before sending the e-mail, you may find these important:
1) Consider composing the e-mail offline if it is important, to avoid mistakes (like accidentally sending the unfinished e-mail, etc.)
2) Type the address correctly!
3) Avoid misleading subject line.
4) Content, tone & correctness.
a) Be concise
b) If you DON’T WANT IT PUBLISHED, DON’T SEND!
c) Don’t use e-mail to avoid contact with the recipient.
d) NEVER respond in anger (If you’re angry, do something to cool down before responding with a level head. Words are sharper than the knife.)
e) Care about correctness (Make it easy for others, please)
f) Resist humor (This is business related. You’ll be taken more seriously if you resist it.)
a) Revise the subject line if the topic changes.
b) Scan before replying.
c) ASK PERMISSION before forwarding.
d) ANNOUNCE attachments if you have them (as in, tell your reader. Ex: ‘The document is attached.’)
e) Capital letters ONLY for emphasis and titles.
f) Labels (ex: ACTION, URGENT)
g) NO spam
h) LIMIT blanket copies.
6) Occupational ethics
a) DON’T use company computer for personal stuff.
b) Assume ALL e-mails are monitored.