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