JasonSuriano.com

A while back, i got into a debate with a colleague about the contents and the amount one should write in an email. This issue comes up a lot and I’m sure we all work with individuals who are all over the map.

I’ve often described writing an email as an art form: too wordy and you run the risk of losing your audience, don’t say enough and the recipient can still become confused and frustrated. Obviously I don’t claim to know the formula for the perfect e-mail but here are some things to think about before you click send:

1) Don’t “type out loud.” Don’t use e-mail as a platform to talk something out. I’ve seen people actually correct themselves as if they were talking to themselves as the paragraphs progressed (yikes).

2) Assume that what you write may end up in court. Writing the wrong thing in a email (especially a business email) can cause big trouble. For example, imagine approving a piece of work from a contractor only to find out (after the fact) that you misjudged the work and something is wrong? You’ve now provided “written” approval.

3) When in doubt, use the phone. If you are unsure about number 2 above, give the other party a call instead.

4) Be clear, concise and direct. Numbered and bulleted lists are your best friend as long as each bullet isn’t a paragraph long.

5) Get to the point but don’t assume that the other person understands acronyms and “text speak.” It’s not about how quickly you can fire off an email, unless of course it’s a casual message to a friend that gets your jargon.

When writing an email, I always try to keep in mind the wise words of Eliot Spencer (New York State Attorney General):

Never write when you can talk. Never talk when you can nod. And never put anything in an email.