Email is a substitute for face-to-face communication (and not vice versa). It is also a good medium to distribute electronic documents and internet links. Here are some tips…
Email Writing Tips
Be short and to the point, emails aren’t novels. Be sure to use proper grammar and punctuation. If you are in a professional job, “leetspeak” such as “kay, c u ther”, is highly inappropriate. Do not write in capitals. Use the subject line appropriately, it is for describing what the email is about in a few words. Answer any questions in-line.
Email Sending Tips
Do not forward chain/cute/unnecessary emails. You cannot ‘unsend’ emails, so be sure to reread before sending. Know what To/CC/BCC are and use them appropriately. Think twice before you hit ‘Reply to All’ and save yourself some embarrassment later. Emails are not private, so if a conversation is more personal and less work-related, consider using your own email address instead of your corporate one. GMail, YahooMail, HotMail are all fast, free, and easy to use.
Closing Conversations: Thanks/You are Welcome
Suppose you write an email and ask for something. You recieve the reply, and now you are all set. Now what?
The proper thing to do is reply with a final ‘Thank You’, short and sweet. That final email of thanks lets your corespondee(s) know that their response was recieved, that you are grateful, and that the issue is resolved.
If you are on the receiving end of that conversation, and having gotten a final note of thanks, at this point, correspondence is over. It is usually not a good idea to respond with ‘You Are Welcome’, just to get the last word in. Let the conversation die naturally, instead.