Search This Blog

Monday, August 16, 2010

How To Write An E-mail

You know how to type, and you have more than one e-mail account; one of them is actually in your own name. You text message too. In fact maybe you brag about how many texts you sent last month. Was it 2,200? (My niece Katie sent that many, and she was very proud.)

But the news concerned me, and my concern is not just about the possible case of carpal tunnel syndome she is likely to get one day; I am concerned that she is so overwhelmed with fast-moving type and predictive words that pop up when you type a couple of letters that she will forget that in a business environment or a school workplace, you write an e-mail differently.

Here are a few tips to remember:

Use an e-mail account that identifies who you really are for the reader. Add a signature block at the end to confirm it.

Use the subject heading line to forecast what your e-mail message is about. (Be careful not to make some kind of joke in the header that gets misunderstood as a SPAM come-on. People get deleted for that reason.)

Use a greeting that establishes a rapport. The receiver's properly spelled name is a good choice. (Don't use "hey." Really. Don't use it.)
Respect the shape of paragraphs. They should still exist in e-mails if your message has a business purpose.

Use proper grammar.

Use capitalization. (Remember that grammar and punctuation show great respect as they help the reader to figure out the content of your message without having to strain.)

In business, you don't put the burden of unpacking or deciphering your communication intentions on the reader. You make yourself easy to understand by writing e-mails with thought and attention.

How do you write an e-mail? Very carefully.


  1. These tips are important and also fundamental. Just by reading these tips i can now send a clearer and more formal message to the recipient I am sending the message to. This is important is business becuase time is tight and people need to be able to read the e-mail once,get the clear message and go from there.

  2. Thank you for the good advice.

    Jamie Bishop