Email Communication Points

1)       Subject Lines are Headlines

o   Two functions:

1.       It grabs your attention, and

2.       it tells you what the email is about

o   If your message is one of a regular series of emails, such as a weekly project report, include the date in the subject line.

o   For a message that needs a response, you might want to include a call to action, such as "Please reply by November 7".

2)      Meeting Invite

o   your calendar is full of meetings, It is advisable to have full details in the subject like when and where the meeting's being held.

e.g. Late Charge Project discussion Meeting – Tuesday (dated) 6:00PM to 7:00PM

Ø  Please let me know if you can make that time.

Ø  If you have any questions, feel free to get in touch

Ø  Do let me know if you have any questions!

Good Example

Subject: Reminder of 10am Meeting Sched. 10/05 on PASS Process.

Hi Jim,

I just wanted to remind you about the meeting we have scheduled for Monday, October 5, at 10:00am. It's being held in conference room A, and we'll be discussing the new PASS Process.

If you have any questions, feel free to get in touch (x3024).

Best Wishes,

Mark

3)      Make One Point per Email

o   If you need to communicate with someone about a number of different things, consider writing a separate email on each subject.

o   If you do want to put several points in an email - perhaps because they relate to the same project - consider presenting each point in a separate, numbered paragraph. This makes each point stand out, significantly increasing the likelihood that each point will be addressed.

Good Example

Subject: Revisions for Sales Report

Hi Jackie,

Thanks for sending in that report last week. I read through it yesterday and feel that you need more specific information regarding our sales figures in Chapter 2. I also felt that the tone could be a bit more formal. The report is going to be read by our Executive Team, and needs to reflect our professionalism.

Thanks for your hard work on this!

Monica

AND

Subject: Friday 10/9, 11am Meeting w/PR Dept

Hi Jackie,

I wanted to let you know that I've scheduled a meeting with the PR department for this Friday, 10/9, regarding the new ad campaign.

It's at 11:00am, and will be in the small conference room. Please let me know if you can make that time.

Thanks!

Monica

4)      Specify the Response You Want

Good Example

Subject: Checking On Reliable Landscapes Proposal

Dear Lynn,

I just wanted to check that you have received the landscaping proposal I emailed to you last week. I haven't heard back and wanted to make sure it went through.

Can you please call me by Thursday so we can discuss? This is when our discount offer expires, and I want to make sure you don't miss it!

The quickest way to contact me is by cell phone.

Thanks!

Peter Schuell, Owner

 Reliable Landscaping, Inc.

 555.135.4598 (office)

 555.135.2929 (cell)

5)      Using EOM Headlines

o   When you have a very short message to convey, you can use the EOM, or End Of Message, technique

Example

Subject: 10/5 Meeting, 10am, Conf. Rm. A, On PASS Procedure EOM

6)       Be a Good Correspondent

o   If a detailed response is required to an email, and you don't have the time to pull together the information straight away, send a holding reply saying that you have received the message, and indicating when you will respond fully.

Always set your Out of Office agent when you're going to be away from your email for a day or more, whether on leave or because you're at meetings