Below I have four more thoughts based on emails I’ve received recently:

No open-ended questions – Have you ever received a long email which ended with “Thoughts?” Wouldn’t it be better if the sender were specific with their request? I would rather read “Do you think we should use approach 1, 2, or 3?” than an open ended question. This leads me to:

Use Numerical Lists & Bullet Points – when your email contains several questions, tasks or takeaways I think it’s best to use a numerical list or bullet points to separate your thoughts.

Don’t “Bury the Lead” – A nod to my journalism friends. If you’re asking your reader(s) to take action steps, list those items first. By listing the action steps first, followed by content; you are providing the reader context to the action items. Thus helping them map a plan of attack before they are even done reading the email.

How Long Is Too Long? Email threads are helpful in organizing communications between two or more people. But it’s important to remember that “organization” can quickly turn into chaos. To prevent from losing emails in the clutter and communication becoming blurred as the subject drifts from the original; you can start a new, on topic thread simply by changing the subject line.

Use the subject line wisely. Video, Pictures, You’re invited, and “blank” (no subject) are all actual subject lines of emails I’ve received recently. The examples below would have provided a better description of the contents of the offending emails. The email with nothing in the subject line was directed to my “Junk” folder.

Video = Links for Video we discussed
Pictures = Pictures for the August newsletter attached
You’re invited = You’re Invited to our Webinar on Adobe CC2014
(“blank”) = Invoice for rental on 07.23.14

I often just scan the subject line -especially on my phone- and I may delete an email if doesn’t seem relevant to me. Be descriptive and/or put a call to action into the subject line.

Fill in the To: line last. Perhaps I’m the only person that has inadvertently sent an email before it was finished; perhaps not. If the To: line is empty, your email client can’t send the email, and the premature departure of your incomplete email is prevented.

Attachments Included? Tell the recipient when you include an attachment(s) to an email. This lets them know that you intended to include additional information and how many items should be included.

Label attachments. ‘IMAG040.jpg’ isn’t descriptive and may be difficult to find and/or search for later. “PaulMcCartneyBackstage080214_01.jpg” is a better option.

The “poor” examples shown above are real. I’ve fictionalized the “better” examples to protect the identity of the senders. Check back; I realize that I’ve filled my space but I haven’t exhausted the list of tips that the offending emails prompted me to create.