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Emails, emails, emails; the joy to have your phone buzzing morning, noon, and night notifying you that you have unread messages. Emails from your co-worker, boss, clients and even somewhere you had online shopped last month; the emails don’t stop. 

And yes, you are also sending emails daily. What’s the first thing you do when you arrive at the office? Log on your computer to check those emails. The work day is full of emails; communicating back and forth with valuable information you need to review. Emails can often get lost with so many sent and received; it’s time to share some of our email “to-do’s” to make sure your emails are not ones that get lost.

Subject Lines Are EVERYTHING

Be sure your subject line is meaningful, even at just a glance. If your recipient is scanning through his or her list of emails to read, a relevant subject line reflecting the email will help the reader prioritize its importance. Is that email you sent urgent or need a response by a specific date? State “URGENT” or “IMPORTANT”, “Please Reply by ___.” to let the recipient know you are counting on them to read the email.

Subject lines should always be positive and many times beneficial to the reader. “An Opportunity For You This Summer.” “LUNCH AT 1:00.” are more valuable for the reader than “Summer New Arrivals.” or “New Advertising Idea To Pitch.”

Shorter is Better

The first one to two sentences of every email should include most, if not all, of the valuable information. Remember that majority of emails are read on a mobile device. If your email is too long, your reader may wait to read it at another convenient time, on a larger screen and when that point comes the email may perhaps be forgotten about.

Tone

Communicating in person is an entirely different experience than through email. In person, we are able to read each other’s body language and facial expressions while also hearing the tone in their voice; emails take that experience away leaving only the tone of the writer.

Punctuation, word choice, sentence length, and capitalization are important things to be cautious about when writing an email with good tone.

Proofread

I bet you’re thinking, “well this is a no-brainer.” But, yes double check and sometimes even triple check the email you have written. Don’t get in the habit of sending an email off (even a short, one paragraph email) without proofreading.

Comments? Tips? As always, thank you for reading TM’s blogs.

bean

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