The best form of communication is an in person meeting or phone call, but when email is required here is a guideline on how to get the most out of your email exchange. 1) Create a subject line that best summarizes the reason for the email. A poor subject line often means your email will be deleted.
2) Do not ramble in your email. Keep it short and to the point. Bullet points allow the reader to quickly scan what is important.
3) Avoid over stylized text. Formats among email systems are not always the same and emails may come out differently then the way they were originally sent. Keep it simple.
4) Take full advantage of your program's spell check feature. A note that is grammatically correct, spelled properly and punctually conservative is more professional and more often read.
5) Keep in mind there is no such thing as a private email. Many firms have an email administrator that randomly checks all email to monitor content and to make sure email guidelines are being followed.
6) Personal emails sent from the office are regarded as official company communications regardless of content and could possibly expose you and your company to unnecessary risk.
7) All business email should be responded to within 2 business days.
8) Email does not allow communication with eye contact and hand gestures. Without these nonverbal cues you have to make sure your message is not misunderstood. Reread your message before sending to insure the proper message is being conveyed.
9) Email is not gone when it is deleted. Deleted email is permanently stored on magnetic tape in the hard drive of your computer and can be viewed at any time by your employer.
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