21 Do’s and Don’ts to Improve Your Email

Email. Just the word makes many people shiver. Email has become a scourge in many workplaces. Too many emails flooding your inbox, poorly written notes, and senseless Reply-All copies. The good news is that email can be a productive tool if you follow some common sense tactics.

Do’s… Write in a positive tone “When you complete the report.” instead of “If you complete the report.” Be concise and to the point: Do not make an e-mail longer than it needs to be.

Address all the questions or concerns to avoid delays: An email reply must answer all questions, which will not only save yours and you customer’s time but also your customer will be impressed with your efficient service.

Use proper spelling, grammar & punctuation: Improper spelling, grammar and punctuation give a bad impression of your company, it is also important for conveying the message properly.

Read the email before you send it: It is very important to read the email before sending as it can prevent it from spelling and grammatical mistakes and thus, helps you sending a more effective message.

Answer all questions, and pre-empt further questions. Use a font that has a professional or neutral look. People just want to know what you want, so state that, in the first sentence. Provide all supporting information that will help the recipient complete an action or respond successfully.

Keep language gender neutral: Apart from using him/her, you can also use the neutral gender: ''The user should add a signature by configuring the email program”. Use active instead of passive: Try to use the active voice of a verb wherever possible. For instance, 'We will process your order today', sounds better than 'Your order will be processed today'. Avoid using URGENT and IMPORTANT: Even more so than the high-priority option, you must at all-time try to avoid these types of words in an email or subject line.

Use proper structure & layout: Use short paragraphs and blank lines between each paragraph. When making points, number them or mark each point as separate to keep the overview.