Virtual Assistant Forums | Work from Home

vainparadise · #1 (**permalink**) 03-25-2008

We are always talking about how to manage the amount of email that we receive. It takes so much time to weed through the amount of email that I receive within a day even with all the message rules and folders I have set in place.

I have started to put together some email sending tips that would help all of us as recipients be able to manage our time more effectively.

First why are we sending the email? We either want to send an FYI, need information or need an action. Try to remember this while you compose your email.

The Subject Line~ If you can sum it up here and be as concise as possible BIG PLUS. End your subject line with NT (no text) or EOM (end of message).
Summarize main points~ Why am I sending this email? Make it the first sentence and if you need to elaborate, then do so following. Too many recipients are pressed for time and usually just skim through their emails. If the main point is within the first sentence it is more likely to be addressed promptly.
Don't lump it all into one paragraph~ If you need to send a lengthily email, from a recipient’s point of view, break it up into more then one paragraph. It is much easier to read.
Avoid making the recipient scroll~ try to fit your message within the viewing pain.

Anyone care to add, from a recipients point of view?

Tess · #2 (**permalink**) 03-25-2008

SUCH good points Dawn!
One thing we do for clients who sometimes will just require a really LONG email by virtue of the project we're working on is to put bolded headlines in the email of a certain color - to note what each 'section' is about.

Also - to make any action points or questions that require work or answers on the part of the client in another color, italicized and bold.

I have to go back and edit down my emails just about every time - guilty of TMI, I guess

virtual writing · #3 (**permalink**) 03-25-2008

Great pointers, Dawn!

I'm always happy when a correspondant is brief, orderly, and to the point. Though, as a rule, I think it's best to cop the style and approach of the other person in any continued exchange of emails. Or at least to complement their style as respectfully as possible. Like if someone always writes 'Dear Mary,' I'll use that convention in my reply as well.

Rebecka Melson · #4 (**permalink**) 03-25-2008

Great topic. Here's another tip. Don't forget to add your signature, even on replies and forwards!

I have 2 different signatures, one w/ just the basic contact info for replies and forwards and a longer one that I use when sending a first email.

White Rose · #5 (**permalink**) 03-26-2008

Great ideas mentioned in this thread, thanks for sharing!

I've received several emails from others where they sum everything into a page long paragraph. I'd get lost several times and then I'd have to start all over again reading from the top trying to find where I was at.

So I always made it a rule to keep paragraph short for my readers.

SupportMyOffice · #6 (**permalink**) 03-26-2008

Does anyone mention a referral program or a new client discount in ther email signature?

My Office Zilla · #7 (**permalink**) 03-26-2008

One of the things I like to do, which is hard to remember sometimes...when you have a long volley of emails and the subject shifts then I change the subject line to the current subject. Also, when you add a person on to a current conversation or forward a new person an old email remember to change your signature. I say this because I use multiple signatures too (new, forward/reply, friend, peer). When I forward my foward/reply sigunature pops up and if it is going to someone new then I try to switch it to my new signature.

Make it a great day!

#8 (**permalink**) 03-26-2008

Dawn great tips. I have even wrote about managing emails in my blog. It's always good to break up your paragraphs to make shorter ones or adding headlines to different sections, it makes your emails, letters or articles easier to read or search for information.
________________
Renee