Catherine Franz wrote an article titled "Email reflections: 10 simple courtesies" based on reading thousands of received emails. From her detailed article I distilled those four as most basic, urgent, and easy to implement: - only one topic per message with a meaningful subject line, - make one paragraph per thought, maximum six sentences per paragraph, - insert subtitles if more than three paragraphs, - always spell check and re-read your email.
Read her article where you can find the rationale behind these points, tips how to, and the remaining points (quote: "Tackle it slowly so that the lessons stick").
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One Topic
Written on 11/30/04 at 05:53:07 GMT by Jos
I can see the truth in Ms. Franz's advice to keep only one topic per message. I've failed to observe this on many occasions in the past, only to find that the recipient of my long detailed email only replying to one part of my message. I always wondered why they didn't address any other topics. Now I begin to understand why. I was not using good email etiquette by scattering so many different subjects through one single email sent.
If a person thinks of more than one thing to talk about at one time, then a separate email for each should be sent?
I have a friend who uses the single topic principle quite faithfully. It really does make it easier to follow and reply in a coherent manner. I always enjoy getting an email from this person.
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