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Electronic communication has made the world a much more convenient place to live in. Sometimes though, we have the tendency to use the tools at our disposal, especially email in a way that damages our reputation. On the converse, we also have the opportunity to use email to lend to our credibility.
There is one rule of thumb that I use when I am writing a particularly sensitive email, such as one meant to express displeasure or urge for a corrective course of action.
While in a moment a situation may be heated enough to use strong words, consider if reading this email two weeks or a month after the incident would make you cringe. And if it would, edit it to reflect a balanced opinion. Remember once an email is sent, it is in the ether forever and cannot be erased.
Basic faux pas
We all know about them but we get caught in the trap anyway. Sending an emotional email, hitting the ‘reply all’ button instead of responding to one person, grammatical errors etc. This is especially relevant when we are multitasking and responding to emails on our phones.
The small screens make it less likely to spot and arrest errors. Always proof read your emails, including the recipients at least once.
Long winded, unstructured
There is nothing that wastes as much time as when the recipient responds with a variation of ‘I am not sure what you need from me’ or ‘I do not understand the point of this email’.
It is especially embarrassing when this is the first encounter with your contact, it leaves a bad first impression. Even when trying to prove your legitimacy, keep an initial email very brief.
If the recipient is interested, they will respond and you can give them more information then. As unnatural as it may feel, make your ‘ask’ clear and ensure it is a paragraph on its own. If the conversation is too complex for email, request that you schedule a call.
Watch the tone
Statements in bold, uppercase or red font could convey a very different impression than what is intended. It could also come off as unprofessional, rude, abrasive and be misinterpreted.
Ensure you only emphasise facts and not emotions or opinions, where extra emphasis is called on find a diplomatic way to put this across.
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