Making sure your emails and event invitations get read.

Whether you are sending email to a colleague or inviting people to register
for your next event, sending well formatted and well written email is a
reflection of your professionalism and will determine how well your message is
communicated.

Poorly formatted messages are often deleted as they appear confusing, or if
they are read, their meaning is not fully understood as readers just skim the
text.

Following a few basic guidelines that you probably already know will keep
people reading, understanding and hopefully responding to the emails you send.

Courtesy

Use a signature – Including a signature line with your name and
contact information is easy to do and makes it easy for the other party to
contact you. Even if they already have your phone number it may save them
looking it up.
Avoid stationary and sound clips – These may be cute sometimes,
but are really not appropriate for business communication.
Use numbered lists – If you are asking someone to respond to
several items in your message, number them on separate lines. There will be
a better chance that they will respond to more than just the first one or
two.
Use BCC when sending an email to a group – People don’t want
their email address broadcast to everyone on the list. Neglecting to do this
may result in unfriendly replies.
Use a meaningful subject line – Not only will this help get your
email read, but it is helpful when searching for old email. A meaningful
subject line will also help you when you receive a reply.

Use proper case – All upper case can be difficult to read and can
mean that you are shouting or angry. Not using upper case at all is just as
bad as it makes the beginnings and endings of sentences hard to find.
Use appropriate punctuation – It is hard to read text that
doesn’t have periods, commas, and other necessary symbols. Over punctuating
such as several exclamation points put together or a long line of periods
between sentences should be avoided too.
Spacing – It is very hard to read a solid block of text.
Use line breaks to separate out paragraphs so there is a blank line between
each.

Always use your spell checker – Spell checkers will catch a lot
of mistakes, but watch out for words that are spelled correctly, but are
wrong for your sentence.
Don’t abbreviate excessively – There are many short forms of
words that people use online, but not everyone understands them and they
don’t appear professional.
Read through your messages before sending – It is easy to make
grammatical errors, miss words, etc. as you are composing your message.
Watch out for autocorrect – If you use the autocorrect feature in
MS Office, watch that it is correcting your words to the ones you want.

Formatting

Wording

Please feel free to contact us if you have any
questions or comments about this article.

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