The Contents of a Great Email

Email Etiquette

Photo Credit: Inspired by This

In today’s day and age, email keeps us far more connected than ever before. Rather than picking up the phone or walking across the office building, we continuously send emails to our colleagues, friends, and family regarding matters from business to social plans and everything in between. So, how do you know if your email gets read or better yet, how do you know if your email actually served its purpose?

To ensure your emails are getting the attention they deserve, and by that I mean the right kind of attention, here are my tips for the contents of a great email:

  1. Subject Line
    • Use the Important Information Only. I once was working with a hospital director’s executive assistant on multiple visits for distinguished visitors and the aide asked, “For visit requests, please put Date of Visit, Name/Title of Visitor, and Meet Time in the subject line so I can see the main points quickly. Once I see that, I will know exactly what I am looking for in regards to planning and level of importance.”
    • Do Not Write the Message in the Subject Line. The subject line serves as a preview to the contents of the email, it should not read like a sentence or go on past the viewing pane.
    • Stick to the SubjectIf you need to discuss multiple topics that are unrelated with the recipient, I highly suggest doing so in different emails. This (1) ensures all your topics will be seen equally and (2) reduces confusion when answering questions by eliminating bunching responses together. If you do decide to include everything in 1 email, use an overarching subject line.
  2. Reply vs. Reply All
    • If you are placed on a group email thread and need to ask just the sender a question, reply only to the sender. There is no need to clutter everyone else’s inbox.
    • If you are sent a group invitation for an event, party, etc., submit your R.s.v.p. to the sender only. If you would like to know if other people are going, simply ask them yourself.
    • Only “Reply All” when all those on the message traffic will benefit from you sharing the information and it is pertinent to them. If you are the only person on the “To” line and the other people copied all need the information or are waiting for your direction then a “reply all” is appropriate.
  3. “To,” “CC,” and “BCC.” Always pay attention to which line your name is placed on in the email.
    • “To:” This means the email is directly to you and it is your responsibility to reply to the sender.
    • “Cc:” You are copied on the email for your awareness, but it is not your responsibility to take action. Allow the person on the “to” line to take action and send the first reply. If you need to comment or add information, do so after he/she sends the first reply.
    • “Bcc:” You are blind copied on this email, meaning it is only for your awareness. You should not reply, especially reply all, because the other recipients do not know you were included. If you need to discuss something from the email with the sender, seek out that individual only, most likely in person.
  4. Marking Something with “High Importance”
    • Only use this flag if your email is truly of high importance and needs someone’s attention quickly. Overuse of this flag will result in people skipping your emails because they will believe nothing is actually “highly important.”
    • If something is truly important and you do not receive a response in an appropriate amount of time, call the person rather than sending him/her another email.
  5. Greeting
    • Always include a greeting to the recipient at the beginning of your email. The type of greeting you use will vary based on the email being sent (formal, professional, personal/informal), but no matter what a greeting is always important! Here are a few examples:
      • Formal: “Dear,” always followed by the proper form address (Dr., Mr., Mrs., Military Rank, etc.).
      • Professional: “Good Morning, Good Afternoon, or Good Evening” always followed by the proper form address (Dr., Mr., Mrs., Military Rank, etc.).
      • Personal/Informal: “Hey, Hi, Hey there, etc.” followed by however you address the person in your personal life.
  6. Closing / Signature Block. Yes, you need one! Do not ever send an email without signing it!
    • Use a proper closing that reflects the relationship/type of email you are writing:
      • Formal: “Sincerely,” “Very Respectfully,” “Respectfully,”
      • Professional: You can close with something that reflects your personality yet is still appropriate. For example, “Best Wishes,” “Cheers!,” “Many Thanks,” etc.
      • Personal/Informal: This type of closing is completely up to you and the relationship you have with the recipient!
    • Clearly identify yourself. Use your full name, title/position, and company affiliation in your signature block.
    • Include your contact information. Your signature block should include your office phone number, email address, and company/organization web address. Be sure the signature block template is company/office-wide!
  7. Review your email before hitting send!
    • Check your email for grammar and missing words (when you type fast, it is bound to happen).
    • Remove any uncommon abbreviations or text message lingo/short words.
    • Be cautious when using emoticons. Emoji’s are appropriate in informal emails or internal correspondence (between coworkers), but should not be used for professional or formal correspondence.
    • Ensure the email is addressed to the appropriate people on the appropriate recipient lines.
    • If you stated in the email you included an attachment, be sure it is attached before sending.

By incorporating these extra touches into your emails, it will ensure you have proper email etiquette leading to your email receiving the type of attention and replies you desire.

Sparkle On,

Alexandra

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