As email has becomes the dominant form of communication in business, it is important to make sure that your message does not irritate the recipient.

Last November we presented some general rules to assist you (more). Recently some research¹  of top executives from the US provides some added tips.

Rule 1: Don’t waste my time

Organise your email format so it does not waste the recipients’ time in getting the relevant information.

Rule 2: Don’t use the reply all button

Does everyone on the email list need to receive your reply? When replying to an email that has a large circulation list only reply to those people who need to know.

This rated as the most annoying aspect of business email according to the US study.

Rule 3: Provide a summary for long emails

You know those emails that have been forwarded a number of times where you actually lose tract of what is going on so you have to scroll down through what seems like millions of forwards.

Impress the recipient with a short summary and use the accompanying forwards as a reference for the recipient should they choose to use it.

Rule 4: Include clear concise subject lines and give an indication if action is required

Most email senders fall into two categories:

1. The vague short subject line

2. The subject line that becomes a thesis

Spend a little time to ensure that the subject line clearly reflects the content and that on receipt the recipient will understand to what the email relates.

Consider including in the subject line information such as “FYI only”, “action required” or “urgent action required”. If the email is directed to an email list consider including “action required by BD & SC, rest FYI”

Rule 5: Remember grammar & spelling

Although the formality associated with business letter writing may not be required remember this is a business email. Try to avoid jargon and vague acronyms. Check you spelling and grammar.

This rated as the fourth most annoying aspect of business email according to the US study.

I hope you find these tips useful and let me know if you have any more that we can add to the list. 

¹ Source The Creative Group September 2005