And judging from the masses of email that I receive in my daily correspondence, the look of the majority can be improved. Please keep in mind that it is difficult to read from the computer screen. Make sure that your message is as inviting as possible.
Use a lot of white space
Write shorter paragraphs than you would in your offline messages - and *always* double space between paragraphs. A blank line between paragraphs is a must. Use two or three blank lines to separate between topics.
Make some sentences very short and let them stand alone between blank lines. It helps to emphasize the point you are making and it allows the eye to rest a bit...
Like this.
Be expressive
There are many replacements for gestures and intonation.
Use smileys :-) for a smile or more sophisticated [G} for a grin. And even ;-) for a playful wink.
Use typed "vocalizations" - they are internet equivalent of facial expression and body language and they will add life to your email (as long as you do not overdo it). Here are some of my favorites:
- ouch!
- hmmm
- wow!
- huh?
- aaaaah...
- yeah!
Stay away from CAPS (capitalized letters)
The human eye is trained to read by recognizing the shapes of the letters. Take for example the word: "day" -- you can just give it a glance to recognize three distinctive heights of the letters and read the word easily - and instantly. If you want to emphasize a word in email, use asterisks - like in *this* example.
Remember that your email is the equivalent of your presence. It speaks volumes. It creates impressions about you just like your personal grooming does. Make sure your email is your ally!
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Include a hyperlink to your website.
Make it convenient for the recipient to go to your site without having to do anything but "click" on the hotlink to get there. Include the http://www.YourURL.com so that if the recipient is on line, the link will automatically link to your website. With a simple click of the cursor, the reader is on their way to get more information about you and your services, if they choose to. When including this simple option, you are offering to the recipient a convenient on-ramp to learn more services and information.
Don't forward send lists.
If you receive an e-mail that has been copied to a very long list of other people, don't include that list when and if you forward this message. No one wants to sort through a pile of e-mail addresses online.
Seven Rules to Make E-mail a Killer App
1. Make sure the recipient wants to hear from you.
2. Respond quickly.
3. Mix information and promotion in your messages.
4. Stick to the point.
5. Get a dialogue going.
6. Send plain e-mail.
7. Keep track of what you're sending out and what type of response you receive.
