According to The Redbook: A Manual on Legal Style, e-mail messages should be direct, nut not abrupt. The goal in writing an e-mail should be to convey the necessary information as succinctly as possible.
Be Direct (But Not Abrupt)
The longer your message, the less likely it is to be read and the more likely its details will be overlooked, lost among verbose clutter. Instead, keep it light: tell your recipients only what they need to know, using no more words than necessary.
Always state the purpose of your email within the first few sentences. Avoid filler phrases such as “I’m writing to inform you that . . .” and “I just wanted to ask . . ..” Your email is just one of many – possibly hundreds – that the recipient receives each day, so show respect for their time by being direct. If you waste a paragraph or more before getting to the point, readers will be prone to abandon your message in favor of more concise correspondence.
Having said that, it is possible to be TOO direct. Come to your point quickly, but not so quickly as to seem curt or brusque. Observe the pleasantries of professional correspondence, and consider opening with a brief compliment, particularly when making a request. On the whole, it’s better to be understated here than overblown; attempts to ply your recipient with saccharine praise will be transparently insincere.
Be Specific
Set out deadlines and other important details clearly. Provide only the information the recipient needs to act on your message – no more, no less. Place those details where they can’t be missed; for instance, at the beginning of the second paragraph, immediately after stating your purpose.
Choose Your Recipients Carefully – – On a Need-to-Know Basis
The people who are included in the salutation belong in the “To” line. Any other recipients belong in the “CC” line. Be conscientious of overinclusion: copy only those who need the information and will immediately know why you have copied them.
We say this all the time, but it is critical to review the list of recipients before clicking “Reply All.” Does everyone, in fact, need to see your response? Is your response to the sender confidential? Is there case sensitive information in your response that should not be disclosed to everyone on the email chain? DOUBLE CHECK.
Make Your Subject Line Specific and Concise
The subject line of your email should clearly state the subject or purpose of your email. A full sentence of around ten words or less is acceptable. Avoid generic subjects like “Deposition,” “Here You Go,” etc., to avoid the frustration of the recipient trying to find your email at a later date among all the email emails they have received that contain the word “deposition” or the phrase “here you go.” Rather, a subject line such as “Transcript of Richard Wright Deposition 7/29/2013, Case No. 13-0521” is specific and much easier to identify.
Adhere to Normal Writing Conventions
Keep it professional. While it may seem easier and quicker to abandon formal prose when dashing off a quick email, or tapping out a reply on your mobile device, the result is sure to appear rushed and sloppy. Your professional judgment may be questioned, not to mention the sender may wonder if you even gave the issue your full consideration. So, always follow the rules of grammar, punctuation, and style in your response, just as you would when writing a research brief or memo.
Signature Block
Follow your messages with a simple, professional signature block to identify yourself and give the recipient(s) a means of contacting you should they need to do so. Again, this should be concise, giving only the information that is needed, and should not outbalance your message.
Automatic Out-of-Office Messages
This message should plainly state when you left, when you will return, the name and contact information for someone else in your office who can assist while you are out, and whether you will have email access while you are away from the office.
Always use a simple subject line that gives readers the essential information at a glance: “Re: Out of Office Until 5/21/2018.”
Do not include unnecessary details such as “I am traveling,” “On medical leave,” “Death in the family,” “Medical emergency,” etc., unless this ins information you feel comfortable you feel sharing with members of your office – – those details should NOT be shared with anyone outside your office.
Reporting Research in an E-mail Message
When reporting research in an e-mail message in lieu of a research memo, be sure to state both the question and answer clearly in the e-mail. E-mails are increasingly overtaking formal memos as the standard method of communicating research to colleagues as well as clients. Before clicking “send,” step back and ask yourself how clear you are being. Avoid answering in a way that generates more questions.
Emails themselves (devoid of the background) are not illuminating. One could wonder just how sound the analysis is and, for that matter, just how well you understood the question. Take the time to lay out the question or problem, as well as your analysis (just as you would in a formal memo), such that anyone can easily follow.
Source: The Redbook: A Manual on Legal Style (Fourth Edition), Bryan A. Garner
Categorized in: Legal Procedure
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