The martial art of emailing

XinFu: 2 = 1+1

2 = 1+1 :  One point per email – do’s and don’ts

A principle that you must apply in your email habits is to address one topic per email. It will help you and your recipient better organize what needs to be done and what is done. If the email needs to refer to several topics (for example, within a project), consider making a list of points so that they can be easily commented upon in a reply.


Bad example



From: Charlene

To: timothy
Subject: review on engineering report

Dear Timothy,

Thanks for the last version of your engineering report. I have reviewed it and I have highlighted my comments in the document attached to this email.

I found the second part poor on technical information and would suggest explaining more the process since we address this report to engineers on the customer side

Also, I would like you to be there this Friday in the sales meeting taking place in the room 232 at 8 AM. Would it be possible for you to attend?

Thanks

Charlene


 

This email contains 2 subjects. The recipient may answer quickly to the first request which is the main headline and forget about the request placed in the second paragraph.

Moreover, once closed, the subject of the email will not remind Timothy of this invitation in the sales meeting.

So here is the good example:

 



From: Charlene

To: Timothy
Subject: review on engineering report

Dear Timothy,

Thanks for the last version of your engineering report. I have reviewed it and highlighted my comments in the document attached to this email.

I found the second part poor on technical information and would suggest explaining the process more since we address this report to engineers on the customer side

Could you take these comments into consideration and send me a new revision of the report for Monday morning?

Thanks

Charlene
+1114343242


And the second email for the second topic



From: Charlene

To: timothy
Subject: Sales meeting on Friday 15th May room 232 at 8 AM 

Dear Timothy,

I believe it would be interesting for you to participate to the next sales meeting which takes place on Friday 15th May in room 232

Let me know by return of email if you are interested in participating and, if yes, I will send you a meeting request

Thanks

Charlene
+1114343242


Remember:

Separating the subjects in different emails will allow you to easily follow up on the answers (one per email) and help the recipients organize their emails as well. Once the email about the revision of the document has been treated by Timothy, he will archive it and keep the email about the meeting “in sight” until the end of the week.

Your XinFu workout this week:

  • Avoid multiple subjects in an email while writing
  • Identify emails with multiple topics
  • Reply to a multiple topics email by multiple emails (Do not forget to change the subject if needed)
  • Share this information around you

 

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