From the course: Help Yourself: Tech Tips Weekly

Composing a message

From the course: Help Yourself: Tech Tips Weekly

Start my 1-month free trial Buy for my team

Composing a message

“

- Email is considered more formal than a text message, but less formal than a printed letter. As it's gained acceptance in the professional world, certain unofficial rules exist for composing an email message. Start a new email with an introduction. A salutation is optional. "Dear Dan." More common is something like, "Hello, Dan!" Or you could just write, "Dan." At this point, before you start writing, add any attachments you plan on sending. Do it early. An introduction is optional. The email already has the address in the "To" field. In fact, for the same reason, you don't often put a date on the email, as all email is automatically dated when it's sent. Regardless, to be formal, especially in a business situation, start the message with an introduction. An introduction isn't necessary when you're applying to a message, though, I usually add one anyway. As with any writing, be precise with a message text. Use short sentences, avoid long paragraphs. Email is considered an immediate media. I feel shorter, more direct messages get a faster response. Personally, I put off reading long messages because I'm often busy doing something else when the message arrives. If the message is long, or becomes long as you compose it, consider adding text at the start of the message with an introduction. For example, "I'm writing about the recent cultural fair, "and would like to offer some suggestions for next time." Then go into the details. This approach gives busy people a chance to glance at the message, and decide whether it's worth a deep dive now or later. Remember that email is easy to misinterpret. Keep the message content appropriate. Be formal for a business or professional email. Sure, you can add emojis, but would they be considered appropriate? I generally wait to see whether the other person uses emojis, then I know it's okay. Avoid writing in all caps. Avoid mixing fonts, different text sizes and colors. Such a message doesn't indicate to me that it's super important. Quite the contrary. Avoid bullying or threats. If you're angry, wait before you send the message. Wait an hour, wait a day. Email cannot be unsent. Yes, you may see this feature, but it's merely a delay switch built into the software. End your email with a sign off or a signature. For example, "Best, Dan." The signature can be brief like this, or it can include your title and other contact information. Signatures are created in your email program, and applied automatically to all outgoing messages. Regarding when to reply, I try to reply immediately to a message, especially if the received message is short. People are often surprised at my quick replies, so I'm assuming most people wait longer before answering their email. If you can't reply immediately, try to do so within a few hours. It's acceptable to reply within a few days, which most people expect. Otherwise, the sender may assume that you didn't receive the message, or worse, that you don't care enough to reply. As a policy, I reply to all personal emails, even if it's just to say, thanks. People appreciate the response, so please consider it.

Contents