Better e-mail writing

UPDATED TO ADD A LINK: It’s all about me: Why e-mails are so easily misunderstood

E-mail is a wonderful tool when used effectively. But it can be a maddening experience when it is not. Here are some tips to help ensure that you aren’t driving your friends and co-workers batty with your messages.

Write a descriptive subject line.

Bad: “Please read” or “Important message.” Good: “IMPORTANT: Change to vacation policy.” Tell people what this message is about. Tell them whether the message is mission-critical or time sensitive. If it relates to a client, use the client’s name, project and job or account number. Give people the ability to prioritize their communication.

Edit the subject line if the conversation strays off topic.

For example, instead of keeping a ‘Project Update,’ subject line, change it to ‘Let’s do lunch [Was: Project Update]‘

Write for scannability.

Remember, people are reading this on a monitor or a small-screen device. Follow the rules of writing for the Web. [Also see: “Writing for the Web”]

Use specific language and clear meanings, particularly when giving instructions.

Example: Do not use “add” when you mean “replace.” If you’re e-mailing a document change, include the page number or web address, and some context for the change (ex: “In paragraph three…”)

Use the phone, IM, or stop by her desk.

Not an e-mail tip, per se, but abiding by this rule reduces the amount of inbox clutter. E-mail is fine when you don’t need an answer right then and there. But for short questions that can be answered quickly, use the phone, instant messenger, or make a short walk down the hall.

What other ‘Rules of E-mail Writing’ do you practice, and what good e-mailing habits do you wish others would follow?

• Related: Geek to Live: Train others how to use email