Email is a popular tool for communication both at work and at home due to its speed, ease of use, and accessibility across devices. When composing emails, consider the size of screens and the contexts in which your recipients might read them.

Subject Line

If you are replying to an email and the topic changes, be sure to update the subject line. Failing to do so can lead recipients to lose interest or think the conversation no longer pertains to them, causing them to miss important information.

Keep your subject line concise and descriptive. Aim for five to eight words, as this is the optimal length for visibility on smaller screens.

Formatting

Be aware that different email clients may render your messages differently. Even if you use HTML formatting, your message might be received as plain text and reformatted. To ensure your message remains clear and visually appealing to all recipients, consider how it might be displayed on various devices and email platforms.

Attachments

Handheld email readers often have limitations regarding attachments. If you’re sending attachments and anticipate a response, consider setting a reminder to follow up if you don’t receive a reply within a reasonable timeframe. This will help ensure the recipient doesn’t overlook the attachments when checking their email on a larger device.

Use Spell Check!

Despite the availability of advanced spell check features in most email programs, it’s surprising how many emails contain errors. Ensure your email software is configured to automatically check spelling before sending each message. This can significantly reduce the number of mistakes in your communications. (You’ll typically find this setting in the program’s options or preferences section.)

Reply All

When receiving group emails, avoid replying to all unless your response is relevant to everyone. Many recipients might be included simply to receive the information and may not need to be involved in subsequent discussions.

Concise

As with all business writing, keep your emails concise. While clarity is essential, avoid excessive length that might be better suited for a memo or report. Focus on a single topic per email to maintain clarity and engagement.

Privacy

Remember that emails are not private and can be forwarded. If confidentiality is a concern, consider alternative communication methods. A phone call might be more suitable for sensitive or detailed information.

Shorthand

While acronyms and shorthand are common in informal communication, exercise caution when using them in professional settings. Avoid excessive use of shorthand or icons in work-related messages.

Using abbreviations like “WFHABAUM” (Working from Home; Available by All Usual Methods) or “BTW” (By the Way) might be understandable to close friends but can be confusing to colleagues or clients. Similarly, using phrases like “ROTFL” (Rolling on the Floor Laughing) can be inappropriate in a professional context.

For clear and effective communication, stick to standard language and avoid informal abbreviations in your work emails and texts.