Email Tips
Twitter Archive
(see an explanation of Twitter terminology below)
Is Email the Best Choice?
Writing an Email? Ask yourself, should this be in email, or would it better to communicate face-to-face or by a phone call?
Too often, an email is sent when a phone call—or walking down the hall—would be preferable.
Email has become a problem for lawyers. We rely on it too much. We still need to talk to/meet with clients. RT @cleincolorado
Angry? Don’t send that email. If you do write the email, put it aside for an hour or a day and review before sending. Do you really want to send it?
If you are writing about something complicated, is email the best choice? Would a phone call work better?
Email Subject Lines
Change the subject line if the topic of your discussion changes as your emails go back and forth.
Keep your subject line short, with the most important words early. Mobile devices have limited subject-line space.
When your subject line is longer than a tweet (140 characters), it’s much too long.
“HI” works when you run in to someone. It does NOT work well as an email subject line.
Very helpful advice about email subject lines for lawyers writing to clients.
Email Content
Keep paragraphs short. If your email is longer than a few paragraphs, use headings and bullets. (Or should you break the long email into two emails?)
Many readers won’t read long emails. Break up a long email if it contains more than one topic. If you send separate emails for separate topics, your emails will be easier to file or forward as necessary.
When forwarding an email, remove unneeded material to help your reader focus on the important points. RT @WriteAdvantage
Use a signature line with your contant telephone numbers on all emails so that you are easy to reach.
If your email is longer than 3-4 paragraphs, make it easy to scan and read. Use headings, white space, short paragraphs.
Attachments
Before sending a large attachment, check with the recipient to be sure it's OK to send it.
Don’t forget your attachment. As soon as you type the words “attached is”—STOP and attach your document.
Give email attachments useful names and describe them in the body of your email. Don't just call them “Scan1”, “Scan2”, and “Scan3”.
Before you attach a document, be aware of the document's metadata. Examining a PDF's Document Properties. RT @pdflawyer.
Email Etiquette
When a client sends you an email, respond (or at least acknowledge receipt) unless it's clear no answer is necessary.
While it is important to be responsive to clients, an immediate email answer isn’t always best. Give yourself the time to analyze the issue first. RT @CourtneysLaw
If you need more than 24 hours to reply to an important email, send a brief response to explain the delay. RT @WriteAdvantage
Email can come across as abrupt and demanding. Add “please” and “thanks” and use recipient's name to soften your tone.
Email Etiquette for the Super-Busy. RT @steverubel
Other Email Advice
Effective Email Strategies for Law Students and Lawyers. NALP E-Guide.
Great Email Advice in “11 Tips to Help Improve Communication” by @LawyerKM
30 suggestions for better email effectiveness. Good advice from @ReesMorrison RT @AdvertisingLaw. Here are two of the suggestions:
Put separate topics in separate emails; don’t jam unrelated topics into one message.
If you are beginning your third or fourth meaty paragraph, consider a memo or phone call.
Many business readers receive your emails on mobile devices. Format your messages to ensure your readers can easily read them. RT @WriteAdvantage
8 things I wish everyone knew about email by @sethgodins RT @ernieattorney. Especially # 6: Email lives forever and is easy to spread
The Well-Structured Email by @brownorama
Useful list of email do's and don'ts by @EmeryRoad
Six ways to stop sending emails with errors by @susanweiner
Before You Click “Send”—Email Checklist Good overview to help you avoid the biggest email problems.
To avoid gaffes, address an important email AFTER writing and proofing it. RT @nzeldes
23 Things Not To Write In Email—Lehman document review for “stupid”, “big mistake”, and other words and phrases by @planetmoney
Don’t forward a long email string unless there is a reason to do so AND you’ve re-read the entire string. Otherwise you are asking for trouble.
Did you mistakenly send an email to opposing counsel? Here's how to make your privilege notice more effective: Crafting Effective Email Disclaimers
An explanation of Twitter terminology
@Name is a person or organization’s Twitter name. You can find that person’s tweets at Twitter.com/Name.
RTs I repeat a tweet—“retweet” or “RT”—when I find an interesting suggestion or a useful web resource posted by someone else. The @Name in the RT indicates whose post I am retweeting.
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