Discussion Forum 2: Managerial Communications

Dear managers:

Since the email system plays an integral role in fostering internal and external communications
within the organization, there is a need for everyone in the management to understand what
constitutes good emailing to assist team members avoid creating and sending poorly written,
discourteous, and unprofessional messages. In writing this email, I intend to give you as
managers good email-writing cliches, which you need to pass down to your employees.
Although different people hold varying opinions about what a good email constitutes, the
following section discusses two suggestions from two websites: Webfoot (A beginner’s guide to
effective email) and Business Insider (7 email etiquette rules every professional should know).

According to Webfoot’s 1994 article by Sherwood Kaitlin Duck, writing a good email requires
one to master four critical tips. Firstly, you must use subject lines to help the reader clearly
understand the body of the email before even starting to read it. Besides being brief, the subject
line must give an idea of the contents (message) of the email. Secondly, you need to avoid using
the word “information” in both the subject line and body of the email. Finally, you should
explicitly quote documents if referring to past emails and avoid using pronouns. Avoiding
pronouns is necessary to make the message being communicated clear and specific. Business
Insider’s writer Giang (2013) seems to agree with Webfoot’s point that a good email should
include a direct and clear subject line. However, Giang adds that the sender must use a
professional email address, use exclamation marks sparingly, take precautions with humor,
understand the cultural backgrounds of the readers, and attempt to reply to a bunch of emails
even if they are not intended for you. Giang further cautions professionals to think twice before
clicking the “reply all” icon.

Acting Manager

3

References

Giang, V. (2013, Oct. 7). 7 email etiquette rules every professional should know. Business
Insider. https://www.businessinsider.com/email-etiquette-rules-barbara-pachter-2013-10
Sherwood, K. D. (1994). A beginner’s guide to effective email. Webfoot.
http://www.webfoot.com/advice/email.context.php