A co-author of a book on how to e-mail more effectively terms e-mail “the most dangerous piece of equipment in the office.” These days, a poorly considered piece of electronic messaging can not only get a staffer in hot water at the office; it can end up in the blogosphere and damage someone’s reputation with the click of a “Send” button.
Here are some “e-don’ts”:
- Don’t be vague. Tell the recipient in the “To” line (preferably the only one in that field) what s/he needs to know and what you intend to do about it.
- Avoid “Reply All.” If you’re cc:’d on an e-mail, you’re likely not expected to reply. Only send a response to the sender unless you’re adding something important to the conversation.
- Watch your tone. Err on the side of formality in your opening and closing, in case the correspondence gets forwarded. Mirror your correspondent’s tone – and length.
- Nix abbreviations and emojis. Words speaker louder than pictures in business e-mail. Save the shortcuts for your BFF; it’s less casual and more professional.
- E-mail’s not a be-all for all communication. Sometimes, there’s no substitute for a phone call or live face-time. Long e-mails should be attached as a separate document.