Avoid e-mail misunderstandings
I posted this in my other site and thought this one would be nice here too;-) Was actually looking through eHow on what’s a nice topic to snag and this one is well worth sharing. I myself experienced the email misunderstanding thing before and this steps are worth the read! Check how this one can help in the future:) It says..
Who hasn’t experienced having someone we e-mailed misinterpret our intent or tone? The key is to make sure that you do not contribute unknowingly to incorrect perceptions and inaccurate impressions by taking a few simple steps with every e-mail you send.
1. First, create a title that is accurate to the level of seriousness and priority of your message. This will help the recipient anticipate the intent of your e-mail. Be as clear and concise as you can when creating your Subject. Never be misleading in this regard.
2. Use an apropos greeting for the level of formality and type of message you are going to relay. For example you wouldn’t use Hi! or Hey There! when sending an e-mail on a serious topic. Instead use a more formal Hello, without the exclamation point.
3. Use proper sentence structure and case. Typing all caps, small case or not capitalizing your sentences reflects the message isn’t worth your time (or care) to type properly. This will result in you not being taken as seriously as you may desire. Always avoid multiple instances of punctuation such as ???? or !!!!. The recipient will perceive each extra instance as an added emphasis X10! By doing this you risk being viewed as condescending or demanding.
4. If you are replying to an emotionally charged e-mail, wait until the next day to reply when cooler heads can prevail. If you need to get it out of your system, type your reply but don’t hit Send until the next morning. You’ll be grateful you did!
5. Never read anything into an e-mail that isn’t there. Take folks at their word(s) and no more. If you are unsure of someone’s intent or tone, ask before you react.
6. Always sign off your e-mails with a closing and your name. Your sign off gives you the opportunity to “wrap up” the entire tone of your e-mail by choosing your closing to reflect formality and emotion.
7. “I didn’t mean it that way” doesn’t apply to e-mail. If you type it you had better mean it! If you find you have been misunderstood or hurt someone’s feelings because you didn’t make the above efforts, don’t make excuses. Simply and humbly apologize and vow to be more careful in the future.
Hope this helps in your future emailing:) I know, I do! Have a great week ahead everyone!
