Watch Your Tone - Page 2 of 2

Watch Your Tone

Most importantly, consider the consequences of sending an emotional e-mail. Never fire off a response without determining how your e-mail will be received and who will be receiving it. After all, e-mail is just another aspect of how you are being judged professionally. Make it work on your behalf.

Quick Tips

–Keep e-mails short and to the point by only including two or three main points.

–Before you hit “reply all” to a group e-mail, think about who actually needs to know your response. If it’s just the sender, then it’s best to respond to only that person.

–The “To” field is where one places the e-mail addresses of those from whom they want a response. The “CC” field is where one places the e-mail addresses of those whom they want to keep informed, but who don’t necessarily need to respond to the e-mail. When doing a mass e-mail, use the “BC” field. Not only will it eliminate having rows of names, but it will also keep the e-mails of all of your recipients private.

—Before sending large attachments, check with the recipient first. A large attachment can fill up your recipient’s e-mail box and cause following e-mails to bounce.

–Your sign off or signature should include your first and last name and all of your contact information including your mailing address.

–Never send confidential information over e-mail. In a business setting an executive may have an assistant checking their e-mail. Your intended recipient may not be the actual viewer. You also run the risk of having your e-mail forwarded.

–When writing your e-mail, put the address in last so as to ensure that you don’t accidentally send the e-mail before it’s ready to go.