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And a visual that is worth a thousand words.

See also: Wikis in Plain English

• Email is about the reader, not the writer. Don’t think about what you have to say. Think about what the reader needs to hear. There’s nothing more tedious than an email that starts out with 200 words of self-justification when all it needs is a single sentence containing a question.
• Email exists to solve problems, not create them. (…)
• The headline is the email. The subject line should be clear, factual and specific. It should also encourage the reader to open and read the email. (…)
• Fewer words, greater understanding. (…) With email, shorter is better. Also short words are best.
• Think before you forward.
• Respect privacy in group emails. [A] round-robin email addressed to hundreds of people where all their addresses were included (…) is a gross breach of privacy.
• Be succinct. Imagine your email was a telegram and that you were paying by the word.
• Highlight actions and key points.
• Re-read your emails before you send them. Out loud. Rewrite it if you can make it shorter. (Bad Language)

You’ve just finished composing an e-mail to a potential client you’ve talked with a few times before. Now for the tricky part: your sign-off. Should you use “Sincerely,” “Kind regards” or “Cheers”? How do you sound friendly without coming across as unprofessional?

This article analyzes a few sign-offs. Here’s what it says about my favorite:

The salutation: “Cheers”
Bates: Only use this sign-off for friends and business colleagues you might meet for coffee.
Kerr: You can use this with someone you know well, but if you’re trying to make a business impression, this is not a great way to say goodbye when you’re first doing business with someone. Save it for after having established a bond.

Related:

To email or not to email: Michael Dell

Top 10 when NOT to email

You are your inbox

See full discussion at How to Save the World.

Related:

Current communication ecosystem

Wireless addiction

Voicemail:

The company hasn’t been doing well. We’ve had to let some people go, and you’ve been affected. As of today, you’re off the payroll.

Letter:

One food processing plant in California sent 1,000 workers a letter at home, telling them they were being laid off.

And the prize goes to… text message:

Hi Katy its alex from the shop. Sorry 2 do this by text but ive been trying to call u + ur phones been switched off. Ive had a meeting with jon + ian and weve reviewed your sales figures and they’re not really up to the level we need. As a result we will not require your services any more. You will receive your last pay packet on Friday 28th july. Thank you for your time with us. (You’ve got mail: ‘We’re letting you go’)

See also The workforce reduction notification is currently in progress

N.Y.S.E. Regulation and NASD, are expected today to release proposed guidelines for the regulation of written electronic communications, including internal and external exchanges.

The guidelines represent nearly two years of work by a committee of N.Y.S.E. Regulation and NASD, Wall Street firms and lawyers, as well as contributions by the Securities and Exchange Commission.

They are intended to clarify how forms of communication unimaginable when the rules were last revised, in 1998, fit into existing regulations, said Grace Vogel, the executive vice president of N.Y.S.E. Regulation who led the committee. (NYT)

Related: The workforce reduction notification is currently in progress

“Unfortunately your position is one that has been eliminated.”

So read an email sent to 400 RadioShack employees.

Q: Is the medium appropriate to the message and to the audience?

Source: Readwriteweb.com

In a memo to Dell Inc. employees days after returning as chief executive officer, Michael Dell said the beleaguered computer maker is quashing bonuses for 2006 and reducing managers to help cut costs and steer the company back toward dominance.The e-mail sent Friday also revealed that Dell will not hire a chief operating officer, will push faster product development and will expand into new business to drive revenue growth.

In the e-mail, Dell wrote that the company ended its fiscal year Friday with “great efforts, but not great results.”

“This is disappointing, and it is unacceptable,” wrote Dell, who went on to say that he plans to remain CEO for the next several years. (EastOregonian.com)

Possible assignment questions: Is email the appropriate channel to deliver this type of information? What is the message embedded in the choice of using email rather than other available channels? Explain.

We discuss this in class every term.

Here is one author’s list:

1. To communicate bad news, complaints or criticism
2. When you are seeking information that is not simple and straight-forward
3. When you are seeking approval on something that is involved or controversial
4. When you’re sending a few people complicated instructions
5. When you are asking for comments on a long document (probably attached to your proposed e-mail)
6. To request information from a group on a recurring basis
7. To convey instructions to a large number of people
8. To achieve consensus
9. To explore a subject or idea
10. To send news, interesting documents, links, policies, directory updates and other ‘FYI’ stuff

UPDATE 7-20-07: And here’s another’s:

1. When you are right
2. When you are wrong
3. When you are mad
4. When you don’t know what you want
5. When you are stalling
6. When you are drunk
7. When you are gossiping
8. When you see the “Re’s” pile up
9. When you have nothing to add
10. When the exchange is over
11. At 3 am
12. When you are bored
13. When you should be concentrating on someone or something else