Before You Send That!

Email is a wonderful tool. It allows you to contact someone in seconds, attach documents for review, helps schedule meetings and gather information. It can keep you in contact with people across the hall or across the country. It can be a great resource or a great embarrassment.

Nothing says novice like a poorly worded or poorly written note, full of spelling errors, especially if it is business related as opposed to personal.

Here are a few tips for reviewing your email before you send it out.

1. Is it being sent to the correct person? Some software programs will auto-fill and it is easy to send email to Candice instead of Candy.

2. Should there be a CC or BCC recipient?
a. The CC Field is just for that person’s information, no action is required and everyone knows it’s being sent.
b. The BCC field is for that person’s information; however, no one but you and the BCC knows they were included.

3. Is the subject line relevant? Don’t just put “hello” in the subject line. Chances are it won’t be read. Make it relevant. If you are sending a report for review, says so. Put something similar to “2007 Budge Report for Review.”

4. Does the body have the information I need or did you tell me it is attached?
a. Are you asking for my action?
b. Is there a deadline for my reply?

5. Is spell-check turned on? Did you check for wrong words spelled correctly? (i.e. to, too, two, tow)

6. Is your grammar correct?

7. Are your attachments really attached?

Never send an email in haste, if you are upset save it as a draft and come back to it later. You will be surprised at what you see! And remember, email is forever. Never send or forward and email from a business account that could embarrass the company. Someone, somewhere, may see it and us it in a way you never intended.