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Why Did You Send That? 11 Rules for Responding to Emails

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This is part 2 of 3 emails from my archieves. Seems to be a constant need to re-publish these rules. Our words drive the intended outcome and creates the influence you desire. So the words we choose to respond to an email determines the effectiveness of your response.

When replying to emails, consider these 11 rules:

  1. Organize your words and paragraphs to make it easy for readers to follow and understand. Don’t make it one big long paragraph. I won’t read it.
  2. Reflect on the email content before replying. Your leadership effectiveness is reflected in your response. Don’t respond to initial emotions.
  3. Don’t automatically hit “Reply All.”  This frustrates me more than anything! This should only be used when needed and with extreme caution.  You should only use “Reply All” when everyone on the “TO” list requires your response.  Most of the time, it is sufficient to only respond to the person who sent the email. Hitting “reply all” when not necessary will damage relationships.
  4. Be Careful with the “Bcc.” The “Bcc:” option allows you to “blind carbon copy” someone on an email without any of the other recipients knowing. It can be useful in some cases when you wish to keep email addresses private. However, it is a deceptive tool that is often used to call someone out. Remember, emails can be forwarded.
  5. Avoid Cursing. Cursing in an email is just wrong. Don’t do it. Swearing in an email comes off as being ignorant or showing a lacking intelligence.
  6. Use proper grammar.  Don’t write like you speak. Remember, emails are forwarded all the time.
  7. Respond Regardless. Everyone deserves a response, even if the email was mistakenly sent to you.  A simple, “I got your email,” or “I think this was addressed to me by mistake” will let the sender know you got the message.
  8. Be leery of tone. Each person interprets emails differently.  A well-written email can easily be understood as a negative one with the use of various words.  Many people use all caps. Doing this implies YOUR YELLING AT SOMEONE. Always breathe through your response and read it through the eyes of the recipient.
  9. Don’t Be Cute There is no room for cuteness or EMOJI’s, inappropriate pictures, etc.
  10. Include a professional signature. Include; your full name, title, work address and phone number.  When using a quote or image, be careful that it does not offend.
  11. Write it, Read it, then reread it again and rewrite it and reread it. Make sure your grammar, spelling, and choice of words portray the intended tone and message. Again, don’t respond from emotions or feeling. Get up, walk around and think through your response.

What Message Are You Sending? 8 Principles for Sending Effective Text- Part 3 of 3

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Here are seven (8) texting principles I found to be very helpful:Fotosearch_k26085789

  1. Be careful with abbreviations. Texting is meant to be a fast form of communication, so we tend to use abbreviations and shortcuts such as “np” (no problem) or “u” (you). But there is such a thing as an inappropriate abbreviation and acronym.
  2. Watch your tone. Texting is a fast and easy. Make sure you use words that set your intended, not perceived tone.
  3. Never send bad news via text. I had a CEO fire two VP’s via text. I was shocked. Guess he was scared of them. Keep texting positive or neutral.
  4. Don’t change meeting times or venues in a text.  However, you can confirm meeting times or places through text.
  5. Double check when using the voice-to-text feature.  The translation can be tricky.
  6. Don’t text during a meeting or presentation. This action is just rude!  Even if you are doing it under the table or behind a book, the presenter can tell.  As a speaker and trainer, it offends me when I see people looking at their phones.
  7. Darn, autocorrect!  This feature bites me often. Watch the auto correct feature.  An excellent way to fix this is to READ your text before you hit send.
  8. Don’t text and drive – This is a killer. 35% of all vehicle fatalities involve texting and driving. Even people who text and drive, hate people who text and drive.

textingBy following these simple rules and abiding by proper etiquette, mastering the ability to craft and send valid emails and text can be easy.   I crafted this blog, not only because of my shortcomings but also my frustrations.

How we respond to emails and text can result in positive or negative consequences and determine our influence on others. Spend the effort and time to make sure your texts and emails reflect your intended message.

What Message Are You Sending? PART 2 of 3 – 11 Rules and Etiquette for Crafting and Sending Effective Emails

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The way you craft or respond to an email determines the effectiveness of your words. That drives the intended outcome and creates the influence you desire.

When replying to emails, consider these ten (11) suggestions:

  1. Organize your words and paragraphs to make it easy for readers to follow and understand.
  2. Reflect on the email content before replying. Your leadership effectiveness is reflected in your response.
  3. Don’t automatically hit “Reply All.”  This should only be used when needed and with extreme caution.  You should only use “Reply All” when everyone on the “TO” list requires your response.  Most of the time, it is sufficient to only respond to the person who sent the email.
  4. Be Careful with the “Bcc.” The “Bcc:” option allows you to “blind carbon copy” someone on an email without any of the other recipients knowing. It can be useful in some cases when you wish to keep email addresses private.
  5. Avoid Cursing. Cursing in an email is just wrong. Don’t do it. Swearing in an email comes off as being ignorant or showing a lacking intelligence.
  6. Use proper grammar.  Don’t write like you speak. Remember, emails are forwarded all the time.
  7. Respond Regardless. Everyone would deserve a response, even if the email were mistakenly sent to you.  A simple, “I got your email,” or “I think this was addressed to me by mistake” will let the sender know you got the message.
  8. Be leery of tone. Each person interprets email tone differently.  A well-written email can easily be interpreted as a negative with the use of various words.  Many people use all caps. Doing this implies YOUR YELLING AT SOMEONE.
  9. Don’t Be Cute There is no room for cuteness or EMOJI’s, inappropriate pictures, etc.
  10. Include a professional signature. Include; your full name, title, work address and phone number.  When using a quote or image, be careful that it does not offend.
  11. Read it, then reread it. Read and re-read your email. Make sure your grammar, spelling, and choice of words portray the intended tone and message.