There is little question that Email has become the preferred method of Written Communication in the Business World. Unfortunately, the convenience of electronic messaging often lures many writers into adopting an "anything goes" mentality with respect to language and format.
But the simple fact is that most Email created in professional environments are Professional Communications, and thus should be treated as such.
It goes without saying that stuffy and ponderous communications are a turn-off for many readers, but the same holds true when messages are filled with overly informal writing and quirky formatting. For the Email writer, a writing style that strikes a balance between these two extremes is the best approach.
The important thing to remember is that an Email message, like all written communications, works best when it is clear, focused and informative.
In this regard, it is good practice to draft Email messages that are consistent in tone and format with all other company communications. But along with this is the need to be discerning about the type of message that is being communicated.
In other words, when communicating messages that are time-sensitive, consider that Email may not always be the best medium of choice.
Granted, this sounds paradoxical given the immediacy of Email; however, the volume of Email generated within companies today can be so overwhelming for readers that this immediacy is often negated. (The reality that messages can often remain "unopened" in a reader's mail box for a week or more is testament to this.)
By the same token, writers who try to "force" reader interest by writing in a non-professional style are arguably creating little more than internal spam.
Even with these aforementioned caveats, Email is undoubtedly here to stay, but it is up to individual writers to make Email work to it's best advantage. Thus, when drafting Email Communications, writers would do well to remember the following five tips:
1. Let the purpose of the communication determine the level of formality.
If you are answering a simple inquiry or acknowledging a request, a simple "one-liner" will suffice. On the other hand, if you are making a formal request or announcement, then a more formal and expansive Email Communication is usually both necessary and expected.
2. Write conversationally, but choose your language with care and purpose.
As with any company communication, be aware that readers have learned to recognize important messages by the way they are phrased or worded. As such, use customary terminology and always a include a "Subject Line" that succinctly and accurately describes the purpose of the Email.
It should also be noted that subject tags that contain terms such as "ASAP", "Priority", "For Your Immediate Action", etc., are so overused that their impact on readers is minimal at best. As such, resist using these terms. A descriptive subject line in "caps" is the better choice.
3. Minimize shortcut language.
Some degree of abbreviated writing will be tolerated, but if shortcuts are overdone or are used to artificially affect a certain level of informality, the message will come across as contrived and manipulative.
In the same vein, if abbreviations, acronyms and contractions are used, make sure these devices are universal and are not "coined".
4. Resist using colloquialisms.
Be mindful that some slang words and phrases often have unintentional double meanings, and writers should always be sensitive about using language that could be offensive to some readers. A writer's best bet is to always stick with Standard Business Language.
5. Edit, Proof, and Condense
Take time to spell and grammar check Email. Nothing sabotages the credibility of a communication more than sloppy editing. Conversely, even a well-edited Email will be a drudgery to read if it is overly long. As such, always edit for brevity.
If detail needs to be communicated, highlight the main points of the message on the first page of the Email, and include the minutiae in an attachment.
In the end, it's all about writers maintaining professional etiquette and acumen by adapting the message to the subject and the intended readers. The most effective communicators do this as a matter of routine. Do you?
Jack
Related Link:
Top Twelve Email Mistakes
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