Today the short business e-mail has replaced the memo of past generations. Things have not improved much since the hand written MEMO forms of yesteryear. Today’s messages aren’t smudged from the carbon backing and they aren’t handwritten, but they still arrive making little sense or none at all. And the senders seem to have no filters. They send personal messages within business correspondence. I receive these short emails from businesses, charitable boards, hobby associations and even government entities.’
A memo-type email should be short, well written and contain useful information. A well written message saves time, reduces misunderstandings and makes a good impression. It should be sent only to people who need the information. Make sure that the recipient knows both the name of the person sending the message and the organization involved. When sending the message to multiple recipients respect their privacy. Use the blind carbon copy (BCC).
Choose your words and your tone carefully. What seems funny when you are face to face with another may come across as rude, silly or disrespectful in an email. Make certain that the acronyms that you use are appropriate for the recipient.
Keep business emails professional. Don’t use your business email for personal messages. Do you really want the boss to know that you and Max went out for drinks four times last week?
Before you hit that “SEND” button, reread the message out loud. Check spelling and grammar. Re-check the recipient field because nothing is worse than sending a message to the wrong person.
This post originally started out as almost 900 words. I have rewritten it to fit J. T. Weaver’s challenge to write a post using 270 words or less.