Tips for teleworkers: How to write better e-mail messages

Telework gives e-mail a new importance

A federal manager’s ability to write clear and concise e-mail messages takes on a new level of importance when he or she chooses to telework. In most instances, managers will rely on e-mail to convey the bulk of information to their employees, which leaves little room for messages that are confusing, unfocused or, worse, offensive.

The following tips — courtesy of the Corporate Executive Board — will help make sure your communications are professional whether you work in or outside the office.

1. Compose a subject line that conveys the content and urgency of your message. Examples include “Action Required: Project Plans” and “Request for a Decision: Executive Committee Meeting.”

2. In replying to or forwarding a message, change the subject line to reflect a changed subject, if appropriate.

3 .Be concise in your responses, though not unnecessarily brief. Respond with sufficient information for the recipient to understand you.

4. Focus on only one topic in each message. Keep messages clear, brief, and easy to file and retrieve.

5. Be professional. Even though e-mail is relatively informal, it still requires thought and organization. Ask yourself: What do I want to say? What do I intend the message to accomplish? What action or reaction do I want?

6. Avoid sending too many for-your-information messages that require no action on the part of the recipient.

7. Follow any important message that might evoke emotion or misunderstanding with a telephone call. You might not be fully aware of the impact of the message unless you speak with and listen to the recipients.

8. Don’t shout. Be mindful that your readers might feel they are being yelled at if you send a message typed in all capital letters.

Featured

  • Telecommunications
    Stock photo ID: 658810513 By asharkyu

    GSA extends EIS deadline to 2023

    Agencies are getting up to three more years on existing telecom contracts before having to shift to the $50 billion Enterprise Infrastructure Solutions vehicle.

  • Workforce
    Shutterstock image ID: 569172169 By Zenzen

    OMB looks to retrain feds to fill cyber needs

    The federal government is taking steps to fill high-demand, skills-gap positions in tech by retraining employees already working within agencies without a cyber or IT background.

  • Acquisition
    GSA Headquarters (Photo by Rena Schild/Shutterstock)

    GSA to consolidate multiple award schedules

    The General Services Administration plans to consolidate dozens of its buying schedules across product areas including IT and services to reduce duplication.

Stay Connected

FCW Update

Sign up for our newsletter.

I agree to this site's Privacy Policy.