Secretarial Services - Make your e-mail easier to read

Make your e-mail easier to read
by Nancy Gillespie

Here's some tips on making your e-mail messages easier to read.

• Use "sentence case," NOT ALL CAPS. In cyberspace etiquette, CAPS indicate yelling. Many newbies (people new to computers) use ALL CAPS and inadvertently cause hard feelings. Also, studies show that CAPS are harder to read.

• Use paragraph breaks and white space generously. Studies show that reading from a computer monitor is harder on the eyes than reading from a paper copy. Paragraph breaks make the message less intimidating-looking and are easier on the eyes.

• K.I.S.S. (Keep it simple, Silly). Use a standard font (style of lettering), not one that looks like handwriting, which is harder to read. Use a basic color, like black – it gives good contrast and is easier to read than a color like yellow or pale green. Use a normal sized font (10- or 12-point) -- a huge font (36-point) forces the reader to scroll down more. Use graphics and fancy backgrounds sparingly -- some e-mails can't read them; also, they take longer to download.

• Use a descriptive Subject title to quickly inform the recipient of the topic of your e-mail and that it is not spam (unwanted e-mail). (Examples are "Your phone call" or "Contract enclosed" or "IPSSA meeting agenda".) This is especially important when e-mailing someone for the first time. I can't tell you how many times I have e-mailed a new contact, only to have them tell me, "Oh, I must have deleted your message; I guess I thought it was spam." So remember, when e-mailing a new contact, use a Subject title such as "Met you at Wednesday's meeting" or "Hi from Vista" or whatever to jog their memory.

• Proofread. People tend to get sloppy with grammar and spelling in their e-mails. Now, I personally don't care if my pool service technician knows how to spell "diatomaceous earth" -- I just want him to know what it is and when to use it. But still, every e-mail you send is a reflection of your professionalism, so why not send professional-looking e-mails. Use your Spell Check (F7). Better yet, type your message in your word processing program, which might offer Grammar Check and other bells and whistles, and then Cut and Paste into your outgoing e-mail.

Follow these guidelines to get more people to read your email messages.

Nancy has operated A+ Secretarial and Business Services In Vista California for 9 years. She the author of "14 Surefire Tips to Get the Job of Your Dreams," a concise book to assist job hunters. For more information about her secretarial services or her book, call 760-945-666, email nancyjg5@cox.net, or visit www.aplusnancy.com.