Classic Rock Lessons for Emails that Rock!

As email continues to grow in popularity as "the way" people and work groups communicate, it is important to note that certain classic rules and etiquette still apply. Just as The Who sang about generational conflict in "My Generation", all generations of workers both veterans and novices, even email aficionados can use these simple tips to improve their emails and start "Takin' Care of Business."

Tip #1 - Make it Easy for the Recipient to Read & Respond
[The Peter Frampton "Show Me the Way" Rule]

This is the number one tip in any communication, especially email. You should always keep in mind that the reader wants you to "show them the way." This should help you to write your email so that the reader is told when they should respond and what information you need from them or what questions you need answered by them. Following the "Show me the way" rule will also save you time in having to send clarifying email or resending emails to ask for additional responses if the reader did not clearly follow your original communiqué. For example, using bullet points or numbering items within the body of your email will make your email much easier to read and understand.

Tip #2 - Make your subject line useful and relevant!
[The Rolling Stones "Waiting on a Friend" Rule]

Have you ever felt like the Rolling Stones song "Waiting on a Friend" as it applies to receiving responses to your email? By having a specific and useful subject line you can get your emails opened first and increase your chances of getting timely responses. First, a clear subject line should be a key descriptor of the information contained in the email. Providing your recipient with this specific information will help your email stand out in their inbox and it will help the recipient prioritize their response times to email. Secondly, using the subject line to clearly set a timeline for a response will also assist the recipient. For example a good subject line might read: "Asst Req by 5 pm Today: Dates for Simpson Project."

Tip #3 - Greet Recipients
[The Jimi Hendrix "Hey Joe" Rule]

While emails may be slightly less formal than traditional letters, you still need to maintain professional standards and respect for the recipients. So, don't just start the email with the body, include a greeting for the recipient. This may include their name, such as "Hey Joe" or if to a group "Hello all". Please note that if you are sending a professional letter, such as a cover letter for a job application via email, then you will certainly want to use the formal formats just as you would in a formal business letter.

Tip #4 - Keep it Concise, To the Point, and Relevant
[The Ray Charles "What'd I Say" Rule]

One of the best ways to ensure replies to your email is to make your email concise and relevant. You should use clear language and shorter sentences. Make the email easy to read by leaving spaces between paragraphs, or even number your questions for reply and leave spaces between them. It is a waste of time for you and the recipient if the recipient has to email you back to understand what you intended to say.

Tip #5 - Always Use Proper Grammar and Spelling
[The Alice Cooper "School's [NOT] Out" Rule]

Remember that an email can be shared with anyone and it is always a reflection on the original author. Nothing can damage your credibility worse than a poorly written email, particularly one filled with grammatical and/or spelling errors. Most email programs provide a spelling and grammar check function, so use it. It is also a good idea to re-read your emails after using these checks and before sending so that you do not rely too heavily on spell check. Remember that even with spell-check, "manger" may be spelled correctly, but it does not mean "manager" as you intended for it to.

Tip #6 - Use Simple Formatting
[The AC/DC "Back in Black" Rule]

Simple formatting and black font are the best rules for sending emails. Using rich text, changing font styles and colors, and other formatting may look great on your computer screen, but the email may be eligible for the recipient. Also, keeping it simple will also keep it professional.

Tip #7 - Reply Promptly
[The Police "Message in a Bottle" Rule]

Emails arrive instantly, unlike a message in a bottle or even traditional mail (snail mail), and the original sender knows this. If the email requires a response, then respond promptly. Senders will take note of this, and it will increase response times on the emails that you send. When you are unable to respond within normal timelines or if you are out of the office, be sure to use the "Out of Office Assistant" or other auto responder function to make your readers aware when you will be able to respond.

Tip #8 - Edit your Reply when Responding to Lengthy Emails
[The Beatles "Paperback Writer" Rule]

Many times when you reply to an email, the original email is included at the bottom of your reply. When this original message is only a few lines in length, then you can just send your reply without much editing. However, if you are replying to a longer email or if your reply only addresses specific areas of the original email, then editing your reply will assist the recipients of your reply. Don't be a paperback writer and make the reader have to read and re-read several threads of messages to understand your reply. For example, you may wish to delete sections of the original email that are not relevant to your response. Or you may wish to type your answers to the areas you are responding to inside of the original email, in a different font or color. If you do type your answers in the original message, alert the recipient where they should look for your answers. For example, you could write in the body of your reply: "Requested responses are included in the original email below, noted in red".

Tip #9 - End Emails Cordially
[The Everly Brothers "Bye Bye Love" Rule]

Just as you use a greeting to begin your emails, you should also use a cordial closing for your email. Always conclude your email with a note of appreciate and a call to action, if applicable. For example: "Thank you for your ongoing support of our efforts and we look forward to meeting with you on Friday."

Tip #10 - Sign Your Email
[The Lynyrd Skynyrd "What's Your Name" Rule]

Yes, recipients may recognize your email address and may even know you, but signing your name to your emails is polite, professional, and personal. To sign your email, simply type your name after your cordial closing or, use your email program to create a default signature that can be applied to all of your email communications. This is also a great way to share your contact information, including a link to your corporate website.

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