Editorial
MAKE IT COUNT
Writing is an important business and
communication tool. It reflects your
professional image and should ensure
that your message is correctly
understood. Poor writing fails to get
your message across, it can waste the
reader's time, and makes a bad
impression. Clear writing needs to be
read only once, uses straightforward
words, and presents relevant examples.
by Abbe Meehan,
President of the
TEC Resource Center
631-963-4244
In today's world we use many forms of
technology to communicate. It's
acceptable to abbreviate, loosen up
our grammar, and be casual when
texting. But is that okay in the
workplace? Email is the main
communication tool for most
organizations. Emails are used to
communicate important information
such as problems and solutions, input
to and from managers, company
information relating to benefits,
payroll, etc. Even if you work in a
casual work environment, there still is
a certain expectation for the way you
communicate with co-workers,
managers, and most importantly,
customers. Remember, email is more
easily misinterpreted than face to face
conversation!
~ Here are seven basic rules of email etiquette to keep in mind ~
1
Always monitor the tone of e-mail messages – Ensure you use a tone that's appropriate for the person you're
addressing as well as the purpose of a message. Write clearly to prevent accidentally implying a tone that's
inappropriate. In informal messages, you may use emoticons to convey mood.
2
Avoid inappropriate formatting – Avoid using uppercase letters, underlining or bolding text.
This is unprofessional and may be interpreted as aggressive.
3
Use proper composition – Check that points flow clearly and logically, and that messages
don't contain basic errors in spelling, grammar, and punctuation.
4
Answer messages you receive within a reasonable time – Answer e-mail messages you receive
promptly, within a maximum of approximately 24 hours. Even if you don't have a solution, make
sure you get back to the person so they know you're on it.
5
Answer all questions in e-mails you receive – Ensure you check what information has been requested
and provide this in a single response. Also, anticipate additional information that may be required and
include this to help prevent the need for "back and forth" correspondence.
We all know how cluttered our email boxes get.
6
Create a signature for your e-mails – Configure a professional signature for all your e-mail messages that
includes your full name, position, and contact details to make it easier for recipients to contact you.
7
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Proofread your e-mails – Check e-mails once you've written them and correct any
errors, instead of sending them immediately.