Effective E-Mail Communication

v3
Prepared for : Accolo
Effective Email
Communication

Accolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4AccoloAccolo, Inc. Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago www.accolo.com 1-877-4Accolo
• When Not to Use Email
• Effective Subject Lines
• Email Content and Style
• Know Your Audience
2
Meeting Objectives

• If the communication will require a lot of back-and-forth
discussion
• If the subject is delicate or sensitive
• If the discussion is becoming emotional
3
When Not To Use Email

• Effective Subject Lines are:
• Clear
• Descriptive
• Provide Critical Information
• Describes the Message Content
• Specifies if There Are Actions Required and Due Dates
• Change Subject Lines When Necessary
• If doing so, include in parentheses the original subject line
• Remove Extra Email Prefixes
• Re
• Fwd
• Do Not Reply to an Email with a Different Subject Line for a New
Topic
4
Effective Subject Lines

• Examples of Ineffective Subject Lines:
• Hi
• Questions
• Meeting
• One more thing…
• Some thoughts
• Examples of Effective Subject Lines:
• Recruiting Status Meeting Rescheduled for 3 PM EST
• Help: I am unable to find the Resume for John Smith
• Reminder: Job Notes Due Tomorrow (2/28)
• Questions About Hunter Opening in Peoria
5
Effective Subject Lines

• Before you start writing, ask yourself:
• Is this truly the correct person to contact?
• What is my goal?
• Should this conversation be held in person or over the phone?
• Use email to convey non-sensitive or non-emotional information
• Constructive confrontation or disagreements do NOT get solved by
email
• In the first 1-3 lines of the email, you should specify what it is
about:
• Does it include required action?
• Does it require a reply back by a certain date?
• What information is contained that the reader will find necessary to
do their job
• Use a polite and respectful greeting and closing
6
Email Content & Style

• Be clear and concise – keep email short whenever possible
• Use bullet points when possible to highlight important
information
• If you need to use paragraphs, keep them to 5 sentences or less
• Put each action item or point on its own line
• If an email exchange does not end in 2 or 3 replies – STOP and
pick up the phone or meet in person
• Only Reply All if absolutely necessary
7
Email Content & Style

• Always spell-check before sending
• Set your email program to automatically check spelling and
grammar before sending
• Re-read email for other spelling, grammar and punctuation
errors
• Always proofread at least once
• Sleep on it – if time allows
• Ask yourself: Would I be comfortable having this email posted
on a public bulletin board or forwarded to anyone in my
company or at my customer
• Emails are permanent
• Emails are searchable
8
Professionalism

• Accolo, our vendors and platform are an extension of our
customer
• Take into account everyone the email is being sent to:
• Understand that, once you hit send, this email can be sent to
anyone or posted on any message board
• Who is the audience?
• Why am I writing? What do I want my audience to know or do?
• What do they already know? What is their level of understanding?
• What is their likely attitude about the topic?
• What does my audience want to achieve?
• What medium will support the message the best — email, phone or
in-person?
• What format or layout will appeal to the audience and support the
message?
9
Know Your Audience

All good questions...questions I pry to get answers for...but HR
Compliance and the Recruiting Coordinators do not share any
information with me. However, if you inquire with HR
Compliance yourself, you are more likely to get a response than
I am :)
I have had folks start 2-3 days after training has already
begun..due to the fact that the beginning is mostly
administrative... although it is frowned upon. You would
probably have to push for that as well.
I, myself, would like to know why some of these are not cleared
by now. Especially because my candidates have been in good
communication with VI and have been helping in any way they
can. I am not a big fan of VI, I have voiced my concerns (and
my candidate's concerns) to the VP of Marketing in the past.
Let me know if you can pull any strings for any of these
candidates....
10
Know Your Audience

Accolo, Inc., Ranked #1 On-demand RPO Provider San Francisco Bay Area | New York City | Chicago | Los Angeles www.accolo.com 1-877-4Accolo

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