Which ones are good advice, and which ones are bad advice?

Date: 2015-10-07; view: 433.

Look at the following suggestions about using e-mails for business writing.

1. All e-mails look the same so the subject heading should be clear.

2. E-mails are normally read quickly and need to be easily understood. It is important

that the first paragraph includes any action that is requested.

3. If an e-mail is too long it may not all be read. Remember the four Ss when writing an

e-mail: keep it Short, Simple and Straightforward, and Spell correctly.

4. Only include one subject in each e-mail. A new subject needs a new e-mail with a

new subject heading.

5. People often reply very quickly to e-mails and this means that the message is not

always clear. Make sure your e-mails are as long as possible.

6. Before you press “reply to all” make sure that everyone needs to see your reply.

Copying unnecessary mail to colleagues can add to e-mail overload.

7. Some internal message systems show the first line of a message on the screen before

it is opened so imagine how this will read.

8. Don't use emoticons. Many people don't like them, and some people don't

understand them.

9. Avoid using abbreviations unless you are sure that your reader will understand them.

10. Don't type words IN CAPITAL LETTERS – this looks like you are shouting.

11. If somebody hasn't replied immediately to an e-mail, don't resend the message.

They may be away from the office or busy, and will feel that you are bothering them.

12. If your message is very urgent, follow it up with a phone call, or consider phoning

rather than e-mailing.

13. The law regarding e-mailing is still unclear. It is safest to treat an e-mail, even one

sent on an internal system, like any other form of published material.

14. Don't use ‘bcc' – many companies disapprove, and it can cause problems.