1. What is the purpose of your email? If it is to give the person some information about something that is of interest to them and it contains a lot of detail, then you may need to send an email. If you require some feedback immediately from that person, then you may be better off giving them a call.
2. Summarise the objective of the mail message at the beginning and if it is long, explain it step by step.
3. If you need something to be done, inform the recipient of any due dates.
4. If you are intending on copying anyone, ask yourself if that person really needs a copy.
5. Attach the sender’s message or reply to their message so they know what it is in relation to.
6. Avoid long, drawn out email conversations, a face to face conversation or phone call may be better.
7. Use the invite attendees feature in the Calendar to schedule a meeting instead of writing and sending an email invitation. It sends the attendee an email invitation which they only have to click yes or no to save them time.
8. If available to your system, request a read receipt for a message instead of calling the person to confirm that the message has arrived. In the e-mail, click the button and select “Request a Read Receipt for this Message”.
9. If you don’t get a response from the email, follow up with a phone call.
10. Proof read your email before sending. Did you write your email in an angry manner or was it polite and the reader will understood the email?
11. Will your email be understood by the other person? If they are unable to respond to you face to face, they may not understand your motivation behind your email. In this case, it may be better to call the person.
12. Delivery is not guaranteed. For whatever reason, sometimes your email does not get to the intended recipient, sometimes they just get lost in email land. Requesting a Read Receipt will alleviate this if you have the function available and the recipient chooses to send you a read receipt.
13. Be concise as extra waffle may not be read or understood; if possible write ideas or topics in bullet points. Can you write your email in an effective way with the most important information first? You may even want to write the email in bullet points to make the email easier to read.
14. Out of office replies need to be taken notice of as your recipient many not have read your email yet. You could possibly follow up with a phone call at a later date when the recipient is available.
15. Be clear about what you want them to do. Do you want them to call you, do some work for you or sign up for a product or service?
16. When sending emails within your organisation, use task requests to increase the commitment to a task if this feature is available on your system.
17. Let them know that you are available to answer their questions and the numbers that you can be contacted on.
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