Writing

Do:

• include a meaningful subject line
• use short paragraphs, headings, and bullets
• offer clear next steps
• use proper grammar, spelling, capitalization, & punctuation
• spell check & proofread
• send e-mail only to those who really need to receive it (avoid information overload)
• check your e-mail tone

Don’t:

• give negative feedback in an e-mail
• ignore the chain of command by e-mailing your boss’ boss if inappropriate
• curse or use vulgar language
• send gossipy e-mails, cutesy visuals, or chain letters

It varies. Most e-mails should be approximately one screen at the most. Also, keep your paragraphs very short.

It’s fine to use bold and italics in emails and memos as long as you do not overuse them.

A format that works well is:

• message
• background
• expand message
• end quickly

To soften your tone, use:

• more passive verbs
• fewer personal pronouns

Here’s a format that many of our clients like and use:

• subject
• table of contents
• background
• benefits
• specific action
• administration
• investment
• next steps