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104
7.2. GENERAL TIPS FOR WRITING EMAILS
Here are some general tips as a reminder for writing good emails:
• Use a "subject line" that summarises briefly and clearly the content
of the message. Your email may be one of hundreds on the recipient's
computer, and you want them to read it when it arrives and then find it
again easily in their files.
• Use short, simple sentences. Long sentences are often difficult to
read and understand. The most common mistake for learners of English is to
translate directly from their own language. Usually the result is a
complicated, confusing sentence.
• One subject per email is best. The other person can reply to an
email about one thing, delete it, and leave another email in their "Inbox"
that needs more time.
• Be very careful with jokes, irony, personal comments etc. Humour
rarely translates well from one culture to another. And if you are angry, wait
for 24 hours before you write. Once you press "Send" you cannot get your
email back. It can be seen by anyone and copied and sent round the world.
The informal nature of email makes people write things that they shouldn't.
Only write what you would be comfortable saying to the person's face.
• Take a moment to review and edit what you have written. Is the
main point clear? Would some pieces of continuous text be better as bullet
points or numbered points? Is it clear what action you want the recipient to
take? Would you be happy to receive this email? If in doubt, ask a colleague
to quickly look through and make comments.
• Don't ignore capital letters, punctuation, spelling, paragraphs, and
basic grammar. It might be okay when you are writing to a very close
friend, but to everyone else it's an important part of the image that you
create. A careless, disorganised email shows the outside world a careless,
disorganised mind.
• Use the replies you receive to modify your writing to the same
person. If the recipient writes back in a more informal or more formal style,
then match that in your future emails to them. If they use particular words
or phrases that seem to come from their company culture, or professional
area, then consider using those words yourself where they are appropriate.
• Be positive! Look at these words: activity, agreed, evolving, fast,
good question, helpful, join us, mutual, productive, solve, team, together,
tools, useful. Now look at these: busy, crisis, failure, forget it, hard, I can't,
I won't, impossible, never, stupid, unavailable, waste. The words you use
show your attitude to life (Figure 7.2).
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