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eMails To formulate clearly: 7 steps
// By Prof. Dr. Martin-Niels Däfler

The electronic mailbox is chronically overcrowded in many professionals and executives, the ad "eMailInput "distracts tens of times a day from the actual work and you also receive messages that neither interest you nor gain information.

Step 1: Do the goodness test

But of course it is also important that you are the recipient of your own eMailAlso, do not moan when receiving this e-mail from you. How that works, you will learn now.

Is the eMail really necessary

Ask yourself if the recipient is yours eMail really needed. Whether it really is necessary, one eMail to send or not, you can easily with the so-called "floor question" clarify: Would you this eMail even if you print them and put three floors higher on the table of the recipient?

If you can not wholeheartedly affirm this question, there is much to suggest that the eMail actually is unnecessary. Then you should leave it. Also, consider whether one eMail is the right medium for your message or whether other formats (letter, phone call, fax) are more suitable for your request.

Privacy Protection

Before you one eMail you should check if this is confidential or personal information. If so, disregard these by eMail to send. You never know which way one eMail takes. With a few mouse clicks, this is forwarded and may end up with recipients for whom the content is not determined.

Step 2: Formulate a clear and meaningful subject line

This is the most important and, for some, the most difficult task in writing eMails: To express in a few words what it is about. The first thing the recipient reads is the subject line. These and the name of the sender are the two most important criteria for the recipient to judge the importance of a mail.

In addition, the more meaningful the subject line is, the easier it is for the recipient to grasp the core content of the message at a glance; and the easier it is to archive the mail or find it again in a directory as needed.

The longer, the more precise

Therefore: Write a long subject line - the longer the subject, the more precisely you can inform the recipient. So for example instead of "order" would be better "Open points to order from the 23.02.2010".

Use verbs, if possible, to make it clearer. So instead of "shipping confirmation" write "your order from 11.02.2010 has been shipped". Also mention in the subject line - where it makes sense - what the recipient has to do ("For info", "With the request to settle") and what urgency your eMail has.

Answer W questions

In the body of yours eMail are given detailed information and answers to the "W questions" given:

 Who?

 What?

 When?

 Where?

 How?

 Why?

 With what?

 How long?

As you have often had to experience for yourself, long, contentless texts are not reading pleasure. Therefore, do not put aside all formal expressions, so do not say, for example, in the case of a speech, "The Board addressed the issue of finance" but "The Board announced that ...".

The end of your eMail

The foot of one eMail contains (additional) service information, information on the company or sender ("footer") and the contact details of the press officer. The service information should include any event entry fees or brochures fees.

The name of the venue is clearly indicated by street, house number and town. For appointments, you should supplement the day of the week.

Subject like file path

Best tip to finish: Try to build your subject lines such as file or directory names. In doing so, divide in deductive form, that is to say: first call the general and then the special. Use the slash "/" or the arrow key ">" to disconnect.

For example, this could look like this: "Apprenticeship Training> Seminar, Career License"> Request for Appointments ".