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E-mail has become a very important tool for communicating. Often times it is used inappropriately because it is viewed as an informal way to communicate. However, when using e-mail for district communications it should be treated with great care, or you may risk your professional image.
- Write a meaningful subject line. If people ignore your e-mail, you have already failed to communicate.
- Keep the message focused and to the point.
- Avoid attachments as a means to communicate your main message, especially if that message is just a few paragraphs long. Attachments should be included when sharing documents, images, or providing background information.
- Identify yourself clearly at the end of your e-mail. A professional signature should include name, title, district name, and phone number.
- Use words carefully. E-mail has no personality or tone of voice.
- Don't assume privacy. If you would be embarrassed to see your e-mail printed out he front page of a newspaper, don't write it.
- When sending a message to many recipients, it is often best to send the e-mail to yourself, and blind copy the rest. Especially if the message is of a sensitve nature. When the recipients receive the e-mail, they also see the names of the other recipients.
- Respond promptly to e-mails. E-mail communication has the expectation of a quick response.
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