We all receive tons of email messages. No one has the time to read them carefully. Many get easily annoyed/offended if the messages are not well written. If you want to receive a response to your request, it does help to write short and clear messages.

Here are some further tips you may find useful (which I gathered the hard way):

• Write as succinctly as possible. Go to the point. No one has time to read long messages. Your reader may skip the important part if he/she is scanning through a long and boring message. Clearly state the request you are making (if any). Clearly state when you are expecting a response. Always, ask for confirmation (when applicable).


• Never send email messages in html, many people still prefer ASCII text.


• Always start your message with a short greeting or the name of the person. Examples: Dear Madona/Elvis, Dr. Frankstein, Ms. Cindrella. etc.


• Always finish your message with a short greeting. Examples: Thank you, Best wishes, Regards, etc.


• Always put your name at the end. (You may choose to have a signature file.)


• Avoid using (many) exclamation marks (i.e., !!!!!!!). Do not put an exclamation mark at the end of (almost) every sentence. They are annoying.


• Avoid using too many smiley faces (at most 3 per message).


• Never use uppercase characters: they seem as if you are shouting (unless you are really shouting).


• If you have time (and can afford it), let the message rest for a few minutes/hours (depending on how important it is), re-read it, then send it.


• Most important rule: always run a spell checker before you send your message and avoid (if you can help it) mistyping the name of the person you are addressing. Nothing is more annoying (and insulting) than a message with typos.