E-mail is quickly becoming the dominant form of
communication in the workplace. However, because it
allows speedy composition, less thought is given to the
message than when pen and paper, or even a typewriter,
was used in the office.
Poorly composed messages reflect poorly upon both you
personally and you as the representative of your
business. If you are moonlighting with your own business,
a poor first impression, even from something as innocent
as an e-mail message, can kill your chances of winning
that client.
Fortunately, there a few things you can do to ensure that
your e-mail message is both professional and effective.
1. Let It Simmer: Never send a message as soon as you are
finished typing it. Do something else for at least
ten minute let it sit overnight, if possible
then come back and reread and edit the message.
Looking at it again with a "fresh eye", you will be
more likely spot errors.
2. Read It Aloud: Reading your message aloud allows you
to catch more subtle errors, such as awkward phrasing
and sounds.
3. Read Slowly, or even one word at a time: This will
help you catch double-keyed words and habitual
misspellings (for example, I frequently leave off the
"r" in "your")
4. Clean Up Your Language.
Always assume that every e-mail, no matter how
confidential, will be forwarded, and eventually land
on yours boss's desk!
Strike any off-color, sexist, profane, or otherwise
objectionable language.
5. Cut Unnecessary Words and Phrases (or fluff)
Replace phrases such as "In the event that we..."
with "If we...".
6. Give cliches the ax.
7. Run the Spellchecker...
... but remember that a spellchecker will not catch
words that are spelled correctly, but used
incorrectly, such as the use of "your" instead of
you're".
Follow these tips and you'll consistently produce effective
emails of a professional nature.
About the Author
Mike Morgan produces a bi-weekly email newsletter, "The
Moonlighting Parent", containing "real" extra income ideas
for parents. No MLM. No Chain Letters. No Hype.
http://groups.yahoo.com/group/moonlightingparent