Internship Skills: Effective Email Communication

Effective Email Communication

Effective use of email in a professional environment can be very different from everyday and informal use of email communications. The following tips should help you avoid major pitfalls in the professional setting.

Choose the recipients carefully

A message directed at one person should only go to that person. In some business settings, copying an executive’s assistant is appropriate, but this should be clearly indicated before you do it. If you are copying a message to someone who is not the primary recipient, use the cc: (carbon copy) option, rather than the to: option.

If you are writing to a large group of people, consider using the bcc: (blind carbon copy) option. In this case, you would place your own email address in the to: box.

Finally, make sure you send the email from an appropriate and professional account.

Use the subject line efficiently

Always state the subject and be as clear as possible. Indicate exactly what you are writing about and, if appropriate, what kind of action you are requesting.

Bad example	Good example
Subject: my job	Subject: Clarifying my job expectations
Subject: Meeting	Subject: Request for meeting on May 1 at noon
Subject: Help!	Subject: Questions regarding the format of the report

Compose a clear message

Begin by stating the purpose of the email. Then, provide any background information that might be needed by the recipient. Organize the information into paragraphs. Avoid sending one email for multiple issues, especially when the issues are not related. Close the email by summing up the actions that are requested from the recipient. Then use a short neutral phrase to sign off, such as “Best regards.” Be sure to proofread the message for errors.

Identify and explain attachments

Never send an attachment without a clear explanation of what the attachment is and why the recipient should open it.

Use a consistent and effective signature

In your email settings, set a default signature that includes your name, title, and any useful contact information (including social media handles). Avoid quotations, political commentary, and pop culture references.

Identify the mistakes

Find at least 10 errors in the email below…

To: Paulina Jackson , pjackson@gmail.com, Tom McMillan tmcmillan@gmail.com

CC:

BCC:

From: Eric Young easye@gmail.com

Subject: Appointment request

Message

Dear Paulina (CC: Tom),

Can we meet tomorrow at 2PM to discus this?

Eric

“Donuts. Is there anything they can't do?” – Homer Simpson

Report.doc

Mistakes

1.     Tom McMillan’s email is in the ‘To:’ line but he is listed as a CC.

2.     Sender is using an unprofessional email handle (easye).

3.     Subject line should be more specific. “Appointment request to discuss budget report, May 5 at 2PM”

4.     Attachment is not referenced or identified. “The budget report that you requested is attached as a Word document.”

5.     The message does not offer the background information that the reader needs. “Can we meet tomorrow to discuss this? I have questions about the third quarter expenses that I want to clear up before finalizing the report. Specifically, I am wondering which budget item we use for marketing expenses.”

6.     Message has not been proofed: "discus."
7.   Message has no action summary. “Please let me know if May 5 at 2PM in your office will work.”

8.     Message has no sign off. “Best regards,”.

9.     Signature is informal. Use full name.

10.     Signature does not include a title or contact information.
“Eric Young
Accounting Intern
eyoung@gmail.com"

11. Signature uses an unprofessional quote.

Download the Word document version of this blog, without the videos, at: https://www.dropbox.com/s/kqabynjr3vcaq5b/Effective%20Email%20Communication.docx?dl=0.

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