Re-read that email before you press send

I’m not one to blog about blogs; however I’ve made an exception today. Having committed many email etiquette faux pas in my day, I’d like to share some of what I’ve learned (or can’t seem to learn). Also, I found Judith Kallos’ writing on professional communication helpful. Hopefully you will, too.
1. The Subject field. I once had a coworker who crammed as much information as possible into the subject field. For example, instead of the subject being “Lunch”, hers would say, “I’m going to lunch at Japon in 20 minutes if you’d like…” Then, when I opened the email, the body contained, “if you’d like to join me”. This technique should be avoided. As Kallos points out, the subject field should be a “window into your e-mail and can many times determine even if your e-mail will be opened.” Sadly, my coworker never took my advice. However, I’m comforted that the expert is on my side here.

2. it’s an email. I can be informal if I want. Simply put, that is not the case. In college I had an economics professor I really liked. I emailed her one evening with a question about an assignment and addressed her by her first name. I promptly received a response from her that read something like this: “Mr. Williams – you may address me as Doctor or Professor and not by my first name”. Needless to say, I never made that mistake again. “Only time and relationship building efforts can guide the level of formality of your [professional] relationships and therefore your e-mail’s tone,” notes Kallos.

3. Should I use a previous email to introduce a new topic? No, unless you want to convey laziness, notes Kallos. While this may be commonsense, I’m guilty of breaking this rule. It’s easy to reply to the last email you received from someone but it can be confusing for both you and the recipient and it makes searching your inbox for relevant information more difficult.

4. Intricate formatting and signatures are cool. Right? Simply put and with all respect, not really. Unless you would type something in bold crimson letters on business letterhead, don’t do it when e-mailing,” Kallos says. Your email does not have to look as if it is constructed on pink notebook paper. I’ll leave it at that. In regard to the signature, keep it simple. She suggests that it should be “no more than 5-6 lines to avoid being viewed as egocentric.” I don’t mean to upset my friends with signatures with large, colorful fonts and inspirations quotes in their signatures . . . but toss the idea of limiting “your signature to your Web site link, company name, and slogan/offer or phone number. Include a link to your Web site”, writes Kallon.

5. Take a moment before you reply. Perhaps, take several moments. Make sure you are saying what you really want to say and by all means necessary, examine your tone. It’s easy for words to be misinterpreted. Trust me; it’s difficult to express tone and inflection in an email. I’ve often been accused of being short and harsh in an email so I try to remember this rule with every message I send. Most importantly, make sure you are firing off the email to the correct person. I recently received a reply to all that I was not meant to see. I was copied on the email and the main recipient replied to all (in a short and harsh manner) criticizing me! In the spirit of full disclosure, I have been guilty of this embarrassing mistake, too.

Finally, while I’d like to believe that my blog is all that you’ll ever need to read, you can find Kallos’ at businessemailetiquette.com.