| Tone is important in any form of communication. Are | | | | So, put your most important information first. Don't bury |
| you using the appropriate tone when communicating | | | | it in the fourth sentence of the third paragraph. |
| with email?Email messages are different from typed | | | | Consider using the journalism technique of the "five |
| letters. You can't be "too" formal in a letter. In an email, | | | | W's": Who, What, Where, When and Why. Start with |
| too formal looks silly. What's the appropriate tone for | | | | the vitals, then elaborate later.The best email |
| an email? -- slightly more casual than a letter. Yet, | | | | sentences and paragraphs are brief. These are quick |
| there is a fine line between being too casual and too | | | | for the receiver to read and easy on the eyes. Double |
| formal.The attitude and culture of your company will | | | | space between paragraphs and don't indent.How do |
| dictate the amount of formality necessary. Meeting | | | | you write "briefly"? One technique is to omit wordy |
| planners and hotels won't be as formal as a bank or | | | | phrases.- Instead of "as a general rule" use "generally" |
| law firm.As you compose the message, consider the | | | | - Instead of "on two different occasions" use "twice" |
| person who will be reading it. Know your audience. It's | | | | - Instead of "at this point in time" use "now" |
| easier if you are replying to a message. Then you | | | | - Instead of "more than one" use "multiple"Since |
| simply match the tone to that of the sender.When in | | | | people are notorious for skimming email messages, |
| doubt, strive for a tone that is professional, yet | | | | create lists. These can be read at a glance, and |
| conversational. Try using contractions (I'll, we'll, he's, | | | | readers aren't as likely to miss something important. |
| she's). In conversation, we use the words "I, we, you." | | | | Use numbers or bullets to highlight each point. You |
| So, use these in emails.Be careful with "I," though. Using | | | | have three options: complete sentences, or fragments |
| too many can be perceived as egocentric. You don't | | | | phrases, or single words. Just be consistent. Don't |
| want to appear as a pompous meeting planner. If you | | | | make point number one a sentence and point number |
| notice an abundance of "I's," try rewriting every other | | | | two a single word. Whatever method you select, |
| sentence. This will create variety, and that pesky | | | | capitalize the first word.You may double space |
| personal pronoun won't be as obvious.In addition to | | | | between the listed items or not. Double spacing makes |
| being conversational, an email should be concise. The | | | | the list easier to read, but it also takes up more of that |
| average office worker sends and receives 36 email | | | | oh-so-precious screen space.By Kelly J. Watkins, MBA, |
| messages every day. Some people receive literally | | | | Louisville, KY. Visit: to order, Email Etiquette Made Easy |
| hundreds daily. There's no room for fluff. By keeping | | | | (a comprehensive guide filled with exercises & |
| your message short, there's a better chance it'll be | | | | examples) or for tips on communication & customer |
| read.In email messages, "short" equals one screen (not | | | | service! |
| one page). Busy readers don't bother to scroll down. | | | | |