TAILIEUCHUNG - How to write time saving email messages

First, we must all appreciate that many of the people we correspond with are very busy. Some people receive close to one hundred emails a day. Chances are, if your messages to these people are not clear or difficult to reply to, your messages with be “sunk”, that is buried in the long list of messages in his or her inbox. The result is the common problem of “he did not reply to my email”. | Revised 20 Feb 2003 Dear Tigers and CNCDs As promised to many of you I am starting to put something together to help our team be more efficient in email communication. First we must all appreciate that many of the people we correspond with are very busy. Some people receive close to one hundred emails a day. Chances are if your messages to these people are not clear or difficult to reply to your messages with be sunk that is buried in the long list of messages in his or her inbox. The result is the common problem of he did not reply to my email . The way we deal with this is to make our messages VERY easy to reply. At this time I can think of the followings suggestions. If you have any ideas or suggestions please forward to me so I can add on to the list 1. Smart use of the Subject field. Make sure you always fill out the Subject field and put in something that will instantly tell the recipient what your message is about. As the message is sent replied and forwarded the Subject field will always be seen first by all recipients. It will also help people find this message in their long list after a long time. 2. Use Yes or No questions they are the easiest to reply . 3. State CLEARLY what is required of your recipients action answer review agree give input approve etc. 4. If there is no action required. use FYI for your information or for your file unless your recipient is on the cc list which always mean there is no action required. 5. Do everything to avoid having your recipients email you back with questions. Provide full background information and be clear and precise. 6. Use lists like this list because it also becomes a checklist for your readers. They also allow your recipients to type answer right next to your questions or issues. 7. Attach previous messages for easy reference. 8. Leave out irrelevant words and phrases. For example my name is XXX . Your reader can always go to the bottom of your message to see your name. Instead tell them who you do or what

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