Welcome! Login | Register
 

The 20 Safest Cities in Oregon - See the List—The 20 Safest Cities in Oregon - See…

Portland Ranked 2nd Best City in U.S. for Vegans & Vegetarians—Portland Ranked 2nd Best City in U.S. for…

Is Connaughton Ready To Make Significant Contributions To TheTrail Blazers?—Is Connaughton Ready To Make Significant Contributions To…

Indycar Racing to Return to Portland in 2018—Indycar Racing to Return to Portland in 2018

Portland Winterhawks Ground Rockets In Weekend Action—Portland Winterhawks Ground Rockets In Weekend Action

Al-Farouq Aminu – Can The Chief Regain His 2016 Form?—Al-Farouq Aminu – Can The Chief Regain His…

Sunday Political Brunch: Is President Trump Undermining Himself?—October 15, 2017—Sunday Political Brunch: Is President Trump Undermining Himself?…

Fecteau: Dear Mr. Trump, Decertify This—Fecteau: Dear Mr. Trump, Decertify This

Portland Ranked Among Greenest Cities in U.S.—Portland Ranked Among Greenest Cities in U.S.

Weiss: Senate Aging Panel Calls for Improved Emergency Preparation & Response—Weiss: Senate Aging Panel Calls for Improved Emergency…

 
 

Didi’s Manners & Etiquette: Email Etiquette Update

Thursday, September 24, 2015

 

Dear Didi,

My employees don't know how to send a decent email. Not just to me, but their emails to clients are often, brisk, rude, sloppy and either too friendly or cold, or too long and wordy. I would like to send an email around to the staff with guidelines as to how to write a decent email. What are the dos and don't for an email?  

-E.M., Providence

Dear E.M.,

If need be, you can forward this answer to your employees as a staff memo.

Subject: Email Guide for All Employees

When you're taking the time to write an email, you want to make it easy for a busy person to read and respond to in a timely fashion. Brevity and personalizing are key to catching the recipient's attention.

Always make use of the subject line: A quick tax tip (or question); Lunch October 12th?; Here's the info you asked for.

After opening a long email, how often do you Save it to read later? You then forget about it. Right?

To avoid having your email deleted or forgotten, put yourself in the recipient's shoes and assist him or her in assessing -- at a glance -- if your email is: 1. spam, 2. too time consuming, and 3. a matter of interest to them: What does he want from me? What can this person (you) do for me?

To hold their attention, make it a Me-mail about him or her and not only about you, by using a subject line about them: You'll like this proposal or Info for your vacation. In other words, make the first glance a helpful hint of what comes next.

Then use a personalized salutation, such as Dear George, or Dear Mr. Magoo, and you've made them feel special by respectfully addressing them by name -- and don't address anyone as Hey dude. For business, don't use a greeting or opening line such as Hi or Hey, as in "Hey, what do you think of this business plan?" Instead, use his name and write, George, this plan can work for you.

The only time you wouldn't need a greeting is when the email is to a good friend or relative with whom you communicate frequently. They know you by your email address and you're dialoguing about Thanksgiving plans or a movie you're going to see. But still give them the heads up in the subject line to peak their interest or to assure them that your message is brief: Quick tax question or What time is lunch today?

Lead with an introduction. Even if you've met the person once or twice, introduce yourself.  We met at lunch with David Crawford two weeks ago. You were looking for someone to restore your house and I'd like to set up an appointment. Throw out a date and time and he'll come back with the best day for him. Include a link to your website where he can see houses you recently restored.

Whether the goal of the email is simply to make contact, ask a favor, or to give a persuasive sales pitch, write brief, focused emails in short sentences within short paragraphs. You don't want their interest to wane, because brevity is always more persuasive.

Instead of including an infographic and/or image within the text, be efficient and provide a link they can download and look at later.

In closing, ask for a response by a certain time or date:  Can you let me know by the end of today (as long as today isn't a Monday or Friday) or In order to go forward with the plan, we'll need a reply by October 1st.

You can follow-up once, because they may have missed your first email, but a second follow-up can be annoying.

Encourage the recipient to respond immediately by adding a request for confirmation, as in Please, confirm your current contact, is a polite way of pushing for a quick reply.

Most importantly, before pressing Send, proofread your email for spelling and grammar and edit out any redundancy by asking yourself: Am I being a repetitive bore? How can I make this e-mail shorter -- a quicker read? To have even more intent focus?

Always use a respectful closing:  Kind regards, Kindest regards, Most sincerely, Cheers (for friends), or even Let's keep in touch.  

Instead of cc-ing or blind copying your email, your message will look special -- and not as though it is part of a mass emailing -- if, after sending it to the recipient, you forward it to others from your Sent box.

Beneath your closing, include your full name, title, company, address, phone number, website and email address, but hold back on the social media buttons, logos and never use emoticons, because many of us think they're silly and/or unprofessional.  

~Didi

Do you have a dilemma about love, family and life in general for Didi? Go ahead and "Ask Didi." If your Question is used, we can withhold your name and/or location.

 

Related Slideshow: Kitzhaber’s Emails - 10 Emails That Unveils the Culture

The thousands of pages of emails released on Tuesday September 8 show Governor John Kitzhaber's priorities (primarily sustainability/environment and healthcare issues), unveils his collaborative approach with his staff --  and show the lack of discretion and firewalls with Cylvia Hayes and her interests.

Prev Next

Union Busters

In an email from Duke Shepard, the Governor's aide claims the University of Oregon has employed a union busting out-of-state law firm.

According to the memo, the unions are complaining about the use of the firm.

Prev Next

Frohnmeyer

An email from staffer Greg Wolf to the Governor outlines (the now deceased) David Frohnmeyer was going to push the Governor to killl a local housing project. 

The memo infers that the former Attorney General and President of the University of Oregon was motivated for family reasons.

Prev Next

Memo Supporting Project

This memo outlines why the Housing project is good public policy.

Prev Next

Hayes' Business

The email exchange between Micheal Northrup of the Rockefeller Brothers Foundation, one of Cylvia Hayes' funders, and Governor John Kitzhaber unveils the lack of boundries between Hayes' business interestests and access and involvement with Kitzhaber and his office. 

Prev Next

SEIU Access

A series of emails unveiled that the political director of the SEIU had direct access to the Governor.  

See Page 1 of the two page memo.

Arthur Towers, Political Director of SEIU was comfortable emailing the Governor directly.

Prev Next

Calling the Gov. Out

Towers was able to get his messages (no matter how blunt) directly to the Governor.

Prev Next

Political Memo

This memo from Adam Davis of DHM Research in Portland is the overview of a poll that outlines the dissatisfaction with the political system and support for public transportation and limited development.

Prev Next

System is Broken

This polling topline from DHM shows that 50% of those polled strongly believe the political system is broken and another 20% believe the system is somewhat broken.

Prev Next

Hayes the Insider

In this email sent to numerous staff and the Governor, "First Lady" Cylvia Hayes is the only non-state employee cc:ed on the Memo.

 
 

Related Articles

 

Enjoy this post? Share it with others.

 
Delivered Free Every
Day to Your Inbox