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Chapter 5. Say It Right—Write It Right > The E-mail Explosion - Pg. 54

Say It Right--Write It Right 54 FYI More and more inter- and intraoffice communication is now done via e-mail. According to a poll conducted by Ernst & Young, 36 percent of respondents use e-mail more than any other communication tool, including the telephone. Make Your E-mail Exciting, Expressive, Engaging Here are some tips to help you write better e-mail: · Think carefully about what you write. If the message is more than just casual chitchat, plan it as carefully as you would a formal letter. Put yourself in the place of the reader. If you're giving instructions, make sure the reader knows just exactly what action you're requesting. If you're answering an inquiry, make sure you've gathered all the information necessary to respond ap- propriately to the questions asked. · Use a meaningful subject line. Your correspondent may receive dozens, even hundreds, of e- mail messages each day. To ensure that your message will be read promptly, use a subject heading that will be meaningful to the addressee. For example, instead of "re your e-mail of 6/25," use the subject line to refer to the information you provide in your e-mail (for instance, "Sales figures for June.") · Follow the suggestions given earlier in this chapter on writing letters and memos. Use the three C's, and the TAB approach. Use short, punchy sentences. Keep to the point and be brief. · If you attach files to the e-mail, specify in the text which files are attached, so the reader can check to make sure they came through. · Read the message carefully and spell-check it before you click "Send now." If you are not happy with the message, don't send it. Postpone the transmission. Review it, then rewrite it. Make sure it's okay before it is sent. E-mail Clutter How many e-mail messages do you receive each day? Some people are so bogged down with e- mail, they have no time to read it and still get other work done. Team Terms SPAM is the computer equivalent of junk mail. Sometimes it's tough to identify SPAM by its source or subject, but with a little experience, most can be picked out and deleted.