SMB Cloud Business Solutions Blog

Mind Your [E-mail] Manners…

Although we typically deal with email spam solutions and web security solutions, we feel that we're email experts ‘round here at Mosaic.  And that's why we're laying down the law - or better yet the guide to writing an appropriate and effective email.  (Hey, okay so maybe we have no authority to lay down the "e-mail law", but c'mon...we deal with spam and junk mail, and a lot of it.  We've seen the good e-mails and the bad, so that gives us some kind of street cred, right?)

Crappy e-mails.  We all get them all the time.  Whether it's spam (if so, check out our e-mail spam solutions) or just someone who plain old doesn't care about what they're writing, reading a poorly written, junky e-mail is sometimes too much to stomach.  Often times, when we receive something like this, we disregard and delete.  E-mail is a prevalent and convenient form of communication today.  And although there are a whole slew of people that don't take it seriously, there is a mega-majority counter-part group that realize how important and how serious it is. Would you ever write a business oriented snail-mail letter with slang and improper grammar?  I'd bet you a short stack of my mom's homemade flapjacks that you wouldn't! 

By now, I bet your asking "well what does an appropriate email look like?"  Luckily for you, I'm about to explain.  Here are a few tips to keep in mind when writing an email. 

• Grammar and Spelling Count - Is the goal of your email to establish your stupidity and discount any credibility you may have? I don't think so. Therefore, pay attention to your spelling and grammar! A poorly written email is more of a turnoff then getting a whiff of a smoker's breath. If it's not written well, do yourself a favor; don't even send it.
• Clarity is Essential - IF I WRITE LIKE THIS, ABOUT HALF OF YOU WILL ASSUME I'M YELLING! Be clear and concise in what you're saying. Remember, you can't hear someone speak when you're reading an e-mail. Inflection and tone of voice is often interpreted incorrectly. Make sure you are specific with what you say, and straightforward with how you say it. Don't confuse people. That's just silly. Also, make sure your e-mail subject line summarizes the main idea in your message.
• Remember, People are LAZY - Yes, I totally yelled the word lazy.  Get over it.  As humans, we scan things when we read, and we leave stuff out.  A lot.  When writing your e-mail, get the main point of your message across almost immediately.   This is simple - just remember important stuff first, not so important stuff...not first. 
• Keep it Simple, Stupid - Be a doll and do me a favor, keep it short and simple.  I don't want to read most of what you send me.  Don't send me your life story, keep it short - this is an e-mail, not a snooze fest.
• Be Polite, Professional, and ‘Ppropriate - Ppropriate = Appropriate.  I just wanted to give you the three P's of writing e-mails.  Use your noggin and always write courteously.
• There is No Unsend - As much as it pains my well groomed fingertips to type this, remember, you can't unsend an email.  What's sent is sent, guy.  As cliché as it is, remember to chill out and calm down before writing an email.  If you spout off an emotion filled ramble that seemed like a good idea five minutes ago, odds are it was never a good idea.   Take a minute to calm down before writing. 

There you go.  Those are the official rules of e-mail as told by people who witness some downright-awful e-mail.  Now that you've read our golden rules, you're pretty much obliged to check out our e-mail spam fighting solution that will protect your organization from spam and junk mail.  Contact us at 484-323-5020 for more info!