Do You Need to Send That Email?

Dec. 2021
By NTI

How do you avoid getting your email to your manager lost in cyberspace?

If you are working remotely and need to get a message out about what is happening on your end, how do you make sure you get your point across? Fortunately, there are tips out there to help you out, so you don’t get lost in the email jungle.

“You don’t want to stand out for the wrong reason by sending a pointless email,” said Alan Hubbard, NTI’s Chief Operations Officer. “People receive a lot of emails in a day and you want to make sure you are being read.”

There is nothing worse than hitting the send button and realizing the wrong person is about to get your message or you forgot to attach a document. Make sure you have the right address on the top of the email and address the person properly. You should also include a detailed subject, so the receiver knows what it is about. Don’t overuse words like “important,” unless it really is necessary.

Keep it brief and to the point.

An email isn’t an essay, so don’t ramble on. An email should be used to address only one topic and should be written concisely, so the receiver quickly knows what you want or need from them. Make sure you double-check your spelling, so there is no confusion in what you are trying to say.

What you say and how you say it is key.

When you are writing an email, please make sure your tone doesn’t come across as pushy or demanding. Remember the person receiving the email can’t see your face. They don’t know whether you are mad or making a joke out of something. Emoticons should stay in personal emails, and not professional ones, according to Salesforce. They also suggest not using acronyms either unless you are positive the receiver is familiar with it.

Is an email the right form of communication for the information I need to convey?

That’s a question you should ask yourself before you start writing. If you have several questions that could prompt follow up questions, a phone call might be better. If you are introducing a new topic that might be confusing, a meeting might be a better choice. Emails are great for sharing documents and asking simple questions that are not time sensitive.

Make sure you end your email properly.

A polite closing statement is suggested by Instructional Solutions to end the email. They suggested using “Thank you for your time,” “I look forward to your response” or “kind regards.”

“Just make sure you don’t use all CAPS,” said Hubbard. “No one wants to be yelled at, even in an email!”

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