Bradley Tjandra

Email Courtesy

essay

This is based on what I’ve been taught at Finity.

Why email courtesy?

  • Easier for them
  • Faster responses from them
  • Makes sure you know why you are sending an email
  • They will experience delight in reading your emails – and read them more often and earlier

Quick rules to help people manage your emails more easily.

  • FYI in your subject: indicates they do not need to read this email by any point, it is just to keep them informed. No response is needed.
    • E.g. “FYI The new logo we have created”
  • URGENT in your subject: indicates it must be read asap. Best if you also include a deadline.
    • E.g. “URGENT Read this before tomorrow’s meeting with Mr X”
  • # or EOM in your subject: indicates there is no body in your email, so you can skip it.
    • E.g. “I will be eating at work tomorrow EOM”
  • “If an email takes you more than 15 minutes to write, consider giving them a call. It is probably too long, or too conceptual for you to communicate via email.” I don’t always agree with this, but do consider it.

How to structure your email:

  1. Basically, go from most important to least important. Each section justifies why the person should read on. Each section, the reader decides whether this email is relevant for them.
  2. Your subject line is your headline. It should be interesting and specific enough that the receiver cares.
  3. Get through context quickly, and head straight for the ask. The people I’m emailing know I want something and are too busy to wait to find out what.
  4. Start with relevent “Left Of Decision” information. Start by providing all the information necessary for them to say yes. E.g. If you want people to attend a meeting, they need to know 1) when, 2) where and 3) the benefit. 
  5. “Right Of Decision” information. Stuff like: 1) is there food? 2) when is the RSVP due? 3) are there pre-readings? are all “Right Of Decision” details, and can be included now.
  6. Smaller details which provide some extra, bonus information about how you’ve come to a decision. If they care enough about why you’re making this ask they can read this.
  7. Social niceties. Controversial but bear with me: The point of any email isn’t to say hello, it’s to ask them for something or inform them of something. Putting niceties at the end shows that you respect their time and you are friendly.

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