Q. My boss tells me I need to improve my e-mail communication. I've been texting my friends since college and don't understand how my e-mails could be improved. Do you have some guidelines on effective e-mailing?
A. Your letter actually nails a problem many people are having in the workplace with e-mail communication. If you e-mail the way you text, you'll often be perceived as immature, lazy or unprofessional (not an image you want to promote).
E-mails are the new letter. Thus when you write an e-mail you need to write as if you were typing and mailing a letter.
When we text, we often use all lower capitals, or abbreviations, or don't worry about spelling. Especially if you are writing an e-mail to anyone over 40, your e-mail will be poorly received if you use these short cuts.
Here are general guidelines that will help your message be heard:
1. Write your e-mail exactly the way you would a letter. Don't use first names unless you know the person or have reason to assume he or she will not be offended. If in doubt, start out with, "Mr., Ms. or Mrs."
2. Don't write in all capitals, as it can appear to be an e-mail form of yelling.
3. Skip sarcasm or subtle jokes since it is difficult to tell if you are kidding without seeing your body language and tone of voice.
4. Close your e-mail with the sign off you use on letters.
5. Include your title after your name or Web site if you are a small business.
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