How to Send Emails
Sending Emails
Make sure your e-mail includes a courteous greeting and closing. Helps to make your e-mail not seem demanding or terse.
Address your contact with the appropriate level of formality and make sure you spelled their name correctly.
Spell check - emails with typos are simply not taken as seriously.
Read your email out loud to ensure the tone is that which you desire. Try to avoid relying on formatting for emphasis; rather choose the words that reflect your meaning instead. A few additions of the words "please" and "thank you" go a long way!
Be sure you are including all relevant details or information necessary to understand your request or point of view. Generalities can many times cause confusion and unnecessary back and forths.
Are you using proper sentence structure? First word capitalized with appropriate punctuation? Multiple instances of !!! or ??? are perceived as rude or condescending.
If your email is emotionally charged, walk away from the computer and wait to reply. Review the Sender's email again so that you are sure you are not reading anything into the email that simply isn't there.
If sending attachments, did you ask first when would be the best time to send? Did you check file size to make sure you don't fill the other side's inbox causing all subsequent e-mail to bounce?
Refrain from using the Reply to All feature to give your opinion to those who may not be interested. In most cases replying to the Sender alone is your best course of action.
Make one last check that the address or addresses in the To: field are those you wish to send your reply to.
Be sure your name is reflected properly in the From: field. Jane A. Doe (not jane, jane doe
or JANE DOE).
Type in complete sentences. To type random phrases or cryptic thoughts does not lend to clear communication.
Never assume the intent of an email. If you are not sure -- ask so as to avoid unnecessary misunderstandings.
Just because someone doesn't ask for a response doesn't mean you ignore them. Always acknowledge emails from those you know in a timely manner.
Be sure the Subject: field accurately reflects the content of your email.
Don't hesitate to say thank you, how are you, or appreciate your help!
Keep emails brief and to the point. Save long conversations for the old fashioned telephone.
Always end your emails with "Thank you," "Sincerely," "Take it easy," "Best regards" - some
thing!
Formatting Emails
Do not type in all caps. That's yelling or reflects shouting emphasis.
If you bold your type, know you are bolding your statement and it will be taken that way by the other side - X10!
Do not use patterned backgrounds. Makes your email harder to read.
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Stay away from fancy-schmancy fonts -- only the standard fonts are on all computers.
Use emoticons sparingly to ensure your tone and intent are clear.
Typing your emails in all small case gives the perception of lack of education or laziness.
Refrain from using multiple font colors in one email. It makes your email harder to view and can add to your intent being misinterpreted.
Use formatting sparingly. Instead try to rely on choosing the most accurate words possible to reflect your tone and avoid misunderstandings in the process.
Email Attachments
When sending large attachments, always "zip" or compress them before sending.
Never send large attachments without notice! Always ask what would be the best time to send them first.
Learn how to resample or resize graphics to about 600 pixels in width before attaching them to an email. This will greatly reduce download time.
Never open an attachment from someone you don't know.
Be sure your virus, adware and spyware programs are up to date and include scanning of your emails and attachments both incoming and outgoing.
It is better to spread multiple attachments over several emails rather than attaching them all
to one email to avoid clogging the pipeline.
Make sure the other side has the same software as you before sending attachments or they may not be able to open your attachment. Use PDF when possible.
To, From, CC, BCc, RR, Subject:
Only use Cc: when it is important for those you Cc: to know about the contents of the email. Overuse can cause your emails to be ignored.
Don't use Return Receipt (RR) on every single email. Doing so is viewed as intrusive, annoying and can be declined by the other side anyway.
Include addresses in the To: field for those who you would like a response from.

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