Email Style & Etiquette - Scrap Paper Communication

I repeat, all business email is business email.

If an email comes from a business, then it should follow standards related to business writing.

So here is an example of what I call Scrap Paper Communication. This is a reply email from a staff member at a local newspaper consisting of exactly the following, no more, no less:

I think we are a bit to far gone for this year
Sorry, lets look at next year

Here are my first thoughts when I read this in my inbox:

1. What's too far?
2. Who sent this to me again?
3. This sender doesn't care about me as a consumer - not in the least.
4. This sender thinks he/she is texting me to my phone.

And here are suggestions which would make the message more appropriate for business use:

1. Add a greeting, incude my name.
2. Add punctuation.
3. Include a reference to or explanation about the original situation in question to help me recall why I am reading this email.
4. Fill me in on "next year" - who would I contact, when is a good time to follow up.
5. Add a signature, include contact info.
6. A branded design, business logo included.

Feel free to copy the example above and send to your staff.

An article titled "Writing for Business" at About.com elaborates:

"Whether you are writing a sales proposal, an email to your department, or an instruction manual for a software package, there are certain steps you need to follow to create effective business writing. You need to:

1. organize your material
2. consider your audience
3. write
4. proofread
5. and edit your text.

The emphasis on each step may vary, depending on what you are writing, but the steps will be the same." -F. John Reh

A great collection of tips and resources in business writing can be found at Lynn Gaertner-Johnston's blog: http://www.businesswritingblog.com/business_writing/tips/index.html