# How to draft emails and text messages

Always remember that you're sending a message to another person.

- Avoid stating things in any way that can be deemed more offensive than you're actually intending them to be.
- Honor the same standards of behavior that you would perform in-person.
- Avoid confrontation for the sake of confronting people.

However, good conduct varies by each domain.

- Generally, the more public and broader the demographic consuming the information, the more careful you need to be.
- While ribbing people, or "flaming", is often acceptable, avoid "flame wars", which are endless arguments for the sake of name-calling and public defamation.
- At the same time, forgive others' mistakes, since many people are often unaware of how to behave.

Respect others' time.

- Long messages are disrespecting their attention, and audio requires them to listen.
- Giving expert advice usually respects others' time.

Respect others' privacy.

- If you have privileged information that isn't [a crime](legal-crimes.md), do *not* share it with anyone except that other person.

Never send or post anything while [angry](mind-feelings-anger.md).

- Unless it's urgent or unimportant, *always* sit on it for a while.
- You can tell you're angry or [afraid](mind-feelings-fear.md) if you believe you *must* immediately say something to a complete stranger on a public forum.
- Take at least a few minutes after drafting a message before sending it, and at least a few hours for a public post.

For many, email is the most ubiquitous form of communication.

Brevity, while important in other writing, is critical in email:

- People get bombarded with emails, so brief statements make their lives easier.
- Fully summarize the purpose of the email on the Subject line.
- Many people use email inboxes for [productivity](success-4_routine.md), so only deliver one purpose with 1-2 points per email.

Avoid crucial mistakes:

- Attach any files as soon as you start the email.
- To avoid accidentally sending, don't enter the recipients until *after* you've edited.
- Don't send anything in an email you wouldn't say to them in-person.

Closely consider who should be on the "To", "Cc", and "Bcc" lines when selecting "Reply All":

- "To" recipients are *always* expected to respond in some way.
- "Carbon copy" recipients don't need to do anything, but they should be informed of your message.
- "Blind carbon copy" is only useful to privately send a copy of a message to someone without anyone else knowing.

You can avoid many emails with a quick phone call or off-hand remark at a meeting.

Your greeting should match cultural expectations:

- "Hello" - first-time professional greeting only
- "Hi" - strangers, professional contacts, and non-professional introductions
- "Hey" - familiar professional contacts, loose acquaintances
- No greeting - closer friends

Carefully choose your words to create the right tone:

- Barring unusual circumstances, limit emails to 5 sentences and 150 words.
  - Most people read emails on mobile devices, so lengthy emails are daunting.
- If you're ever vague, you'll confuse people and create more emails.
  - Emotions *will* be misunderstood in an email's limited context, so don't express them.
- Keep the tone respectful and courteous.
  - Avoid using text message language (e.g., LOL, JK, BRB).
  - To say something is funny, simply say "that's funny!"
- If the email needs explaining or any of the above rules feel inappropriate for your message, make a phone call or write a letter instead.

Break out ideas with spacing and bullets.

If the conversation grows too long, start a new email with a new subject line.

Since it's a summary of your email, take extra time to craft the subject line.

If you have any supporting information, provide links directly in the email to save them the trouble.

Conclude with a clear "[call to action](marketing.md)" about what they should do with your information.

To make people [important](people-3_respect.md), always respond promptly to their emails.

Don't over-assert yourself with messages to strangers:

- Only ask for advice with guided questions, and never ask for direct feedback.
- Ask if they know a good source of insight on a topic, but never ask them to introduce you to specific people in their networks.
- Don't request a phone call or an in-person meeting within the next few days.
  - Since you're requesting, you must be more flexible to their needs.
  - Don't name times for a meeting.

Watch for uneven power dynamics in messages and adapt accordingly:

- One person is making typographical errors, skipping punctuation, or ignoring capital letters while the other doesn't.
- One person takes a while to reply while the other doesn't.
  - Reply quickly and relatively infrequently.
  - If you need more time to reply, send a quick reply that you'll get back to them.
- One person is responding to long, well-written messages with much shorter responses.
  - The ideal length of a message varies on its industry and context.

Use email technology efficiently:

- Always spell-check and review everything before you send.
- Use a "delay send" or "scheduled send" to deliver a message at a more appropriate time.
  - Consider their time zone and likely [sleep cycle](sleep.md) when choosing a time.
- Your email address and email signature should convey the image you want.
- Since they annoy the recipients and make you seem like you have [trust issues](mind-trust.md), avoid electronic return receipts.

Online chats require writing skills as well:

- Even when you're writing off-the-cuff, your messages carry implications.
- When greeting, say "hello", but follow with your question or idea.
  - Otherwise, they'll have to respond with "hello" back, which may add upwards of days or weeks before the conversation moves forward.
  - Generally, only use emojis and icons to enhance an existing statement you're making.
  - Make sure the recipient will understand your meme or cultural reference.