Ask yourself whether an email is necessary in the first place. Emails can often be misinterpreted, and frequently a quick chat or a brief telephone call can be more productive.

Ask yourself why you are using the "cc" function. The "cc" function is there to provide the cc"d recipients with an information update because they need it. If they have an action point in the email then they should be in the "to" section. If they are in the "cc" box because you want to put pressure on the main recipient or because you think you will look good then think carefully about whether they should be there at all!

Sometimes, when sending an email to many people, it is useful to put the addressees in the "bcc" box. That way, as in this email, if the reader clicks on "reply to all" then not everyone is copied in unnecessarily.

Thoughtful use of the "subject" box can help the reader decide how to treat the email. Letting people know whether something is urgent, or whether it is not urgent, can often be helpful. Some of our companies have clear guidelines for the "subject" box, and these should be followed when applicable.

If you are asking the reader to do something as a result of your email, try to make clear what is required and by when. You can use the "follow up" flags in Outlook to help you and your readers to manage these tasks in a more organised fashion.
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CAPITAL LETTERS NORMALLY SUGGEST THAT YOU ARE SHOUTING! So, unless being used for headings and titles, be careful about the use of capital letters.

Language and phrasing should always be civil and courteous, we are all representing the company and we should never drop our standards. This applies to internal email as well as email to other parties.

Use the spelling checker to make sure mistakes are minimised. You can configure Outlook so that spelling is checked before an email is sent.

Bear in mind that email correspondence can be submitted into legal proceedings such as disputes and tribunals. When writing an email, ask yourself whether you would be happy for the contents to be reviewed in such circumstances.

Don"t make your emails excessively long, especially as nowadays many people are reading email on phones and Blackberry devices. Use attachments to convey long and/or complicated pieces of information.


Another article by the safetynut - Safety Consultant and CDM Coordinator