The key to writing good email messages is to empathize with your recipients. If you are asking a question and there are several people who could respond, choose just one person rather than sending your question to a group. Note: Even if you have set up a delayed send rule, marking a message with High Importance causes it to be sent immediately. Flag the messageto remind yourself to reply later. If you are too busy to respond with a full answer right away, let the sender know that you are looking into the issue and will respond by a certain time or date. Email is not always an efficient medium for resolving complex issues.Īcknowledge messages that require a more extensive response. If you are on an email conversation that has more than 10 messages without a resolution, consider calling or setting up a meeting to discuss the issue. If you want an immediate response, don't send email. Use a signature when appropriate, but keep your signature simple, short, professional, and if possible, free of graphics. Put people who need to respond or take action on the To line. Put people who need to be informed on the Cc line. For example: “ Ryan: What is the status of the project?” If you're using Outlook 2016 with Microsoft 365, consider using the number of people to whom you send a message to those who need to read it. Put action items or questions on separate lines so that they stand out and get noticed.īold people's names when asking questions.
Organize the content of your message from most important to least. Keep all messages short and to the point. If action is required, state what you want on the Subject line.Ĭhange the subject of the message if the topic of the conversation changes. Other useful prefixes include "FYI:" and "Action Required." For example: "Managers: Please send your Board Retreat Dates" contains both the name of the group and an action so recipients can quickly tell what they need to do. Make your subject descriptive and action-oriented. The following rules will help your emails look professional and get your message across. How to use distribution lists and contact groups (DLs)
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