Respect the reader
Before you write your e-mail, ask
yourself whether a phone call would be more efficient
or more appropriate.
No e-mail is really private.
So write your e-mail as though you expect someone
other than the recipient to see it. Don’t
say anything about someone that you wouldn’t say
in front of a large group of people with that someone
present.
Show that you respect your reader
by sending a clear, concise, accurate message.
Check for typos, spelling, punctuation, and
grammar before sending your e-mail.
Send your e-mails to only those
people who need the information. Many people
consider it rude of the writer to send unwanted
information. Cull your distribution list.
Answer e-mails promptly. If
you will be away for an extended time, set your
automatic reply function, so you’re not perceived
as being rude for not answering.
Check your e-mail for manners
How do you want the reader to
react to your document?
Will the tone of your document
bring you that response?
Avoid unintentional rudeness:
* Don't use
distasteful or disparaging language.
* Avoid sarcastic
humor.
* Say nothing that
could start a false rumor.
* Don't show or
imply cultural bias.
* When writing to an
international audience, omit allusions
common
to only your culture.
Look for ways to turn a
negative-sounding message into a positive one
* Compliment
someone, either directly or indirectly.
* Use the passive
voice to soften some unavoidable facts.
* Try to replace
negative phrases with positive or neutral
phrases.
* Rephrase
harsh-sounding sentences.
In our writing courses, we discuss
the importance of tone and ways to control the tone of
your documents.
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