Just an E-mail?

In two recent business writing workshops, I have been surprised by the comment, “Oh, we don’t write much any more. We just send e-mails.” This attitude certainly goes a long way toward explaining the appalling English that carries so many messages across cyberspace!

In business, it’s important to realize that e-mail is simply a medium. It takes the place of type on paper—not the written message itself. You should pay just as much attention to the writing of an e-mail as you would to a paper-based message. There are three reasons for this.

1. Although it is sent electronically, your message is still likely to be printed out at the other end and be placed in a file. Technology may eventually change this, but in the meantime, people are still comforted by knowing they have copies in physical files.

2. The immediacy of the electronic medium often tempts us to reply to incoming e-mail messages without thinking through the response. This can, and does, lead to misunderstandings and ill feelings, and in the long run doesn’t save time at all. Remember, the recipient can’t see you, so your words must carry both the information and tonal messages.

3. A written message in any form, electronic or otherwise, represents you as the writer, as well as your organization. Are your e-mail messages creating a positive image?

Feel free to use this or other articles on this site in your in-house publication or online newsletters, so long as you make no changes, use the entire article, and add the following attribution at the end:

Helen Wilkie speaks at conferences and conducts corporate training sessions on all aspects of business communication. She is the author of Message Received and Understood! and The Hidden Profit Center. Contact her by phone at 416-966-5023, by e-mail at hwilkie@mhwcom.com  or browse her main website at www.mhwcom.com