11 Tips for Sending and Receiving Emails | Golden Rules Gal

Jul, 13, 2021

Emails should be short, not essays. This is especially true with the number of emails we receive. Here are a few tips on sending and receiving emails so your message will be read:

  1. Focus on your message and get it across quickly, and one subject at a time.
  2. Links are fine to include with emails, especially if you want to relay further information. It’s much better than typing an extra paragraph.
  3. Always eliminate nonessential content when sending emails. Remember: this is a nonverbal conversation, so a lot can be misconstrued when you’re not face-to-face.
  4. Never email anyone when you’re upset or to share bad news. This should always be done in person or over the phone.
  5. There is no such thing as privacy on the internet. E = Evidence! Emails can always be recovered, so never send a message that you don’t want people to see.
  6. Respond to emails in a timely fashion, just as you would a phone call. A general rule is to respond within 48 hours. But if the topic is important, pick up the phone.
  7. If the subject of your email changes, then so should your subject line. It should always match the content of the email.
  8. Keep the content easy to read and succinct. Very few people have long attention spans.
  9. Never click on a link if you’re not sure that it’s legit. It could be a phishing expedition.
  10. Avoid using ‘Reply All’ unless you’re dealing with group emails and you’re asked to do so.
  11. Always acknowledge the receipt of an email. Emails do go astray, and the person on the other end shouldn’t have to wonder if you ever received theirs.

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