One thing I find challenging when sending an e-mail is determining the mood of my receiver. A person mood can influence the way he or she interprets your message; especially, in these hectic times where people have to share their homes with their work. In other not to annoy someone or a colleague with your email and limit the chances of getting involved in an e-mail fight, try applying the following 4 steps anytime you are about to send an e-mail:
- Politely ask or request, don’t demand: People are busy trying to juggle between working from home and attending to personal matters. Such working situation isn’t pleasant or conducive. The last thing a person expects is to receive a demanding and impolite email from a colleague.
- Avoid the temptation of transferring your frustration onto your receiver: People have their own challenges they’re dealing with, not everyone is ready or in the mood to read frustrating e-mails. If you can, don’t send an e-mail when not in a good mood.
- Check the tone of your message: Try your best to be sure your message doesn’t come across as disrespectful. Don’t hide behind e-mailing and be rude to people; if you can’t be rude to their faces, then please don’t do it in an e-mail!
- End with a thank you: Try to say thank you to your receiver even if it’s their (receivers) job or responsibility to do whatever you’re asking them to do.
After sending an e-mail, be patient when expecting a reply. If it’s urgent and cannot wait, it’s best to call to follow up; be polite when you call. If you don’t have your receivers telephone number, then exercise some patience and wait.