E-mail Etiquette
Friday, June 18th, 2010 Tags: communication, email, networking
Category: Moving Up, Tips n' Tricks 1 Comment 
Now if there is one thing that we are all good at it’s using the internet and sending e-mails, but there is definitely a science to sending out e-mails at work and throughout the industry. The most important thing to remember is that memories can fade, but e-mails last forever.
Proofread, proofread, proofread!
Now I know we’re not always the best with the spelling and grammar here at KeyPA, but when it comes to your colleagues and bosses, correct grammer and perfect spelling are a good way for you to prove you’re not a moron. I’m even talking about sending ones out on fancy smart phone. I don’t care if you’ve got big thumbs and tiny buttons. Just because you’re sending it from your phone doesn’t mean you can’t read it over once or twice.
Subject lines:
People get hundreds of messages a day, how do you expect them to find yours or let alone decide to click on it? A good concise subject shows people that you rational and organized. If you work on multiple shows or have a variety of projects going on try using a ‘>’ to break up the subject. “How I Met Your Mother Ep 9 > Rewrite Notes”
No more I’m sorry’s:
Like I said, e-mails last for ever, if possible don’t give people a record of all the times you’ve made mistakes. When I screw up, I try to connect with the other person. Give them a call or stop by their office. It’s more genuine and you keep it off the books. Now that’s not always possible, so if you must own up in an e-mail avoid the word “sorry.” To me sorry sounds a little like you’re groveling or you need forgiveness. I like apologize: ”I apologize for, or apologies for not getting the specific off brand pickles you like.” Apologize comes off much stronger. It says, I made a mistake, I’ve corrected it and it’s time to move on.
Addressed To:
E-mail programs are awesome, they are getting so smart that they will store almost every e-mail you come across. I can’t count the number of times I’ve gotten messages from people who didn’t mean to send them to me. Always triple check who you’re sending it to, ccing and bccing. Imagine how long you’re going to last if you send out a confidential script to Mike, that agent who’d been sending you crappy screenplays all day, instead of Mike the head of development at your company.
Names:
While you’re triple checking, be sure to check the names of the people you’re righting to spelled correctly. Still don’t care if you’re typing on your iPhone, you should be able to spell my name.
Simple to read:
Keep everything simple and straightforward. The majority of the people you’re e-mailing are incredibly busy and they do not…I repeat they DO NOT read every word you write. Stay away from long boring paragraphs, use bullet points and other ways to separate out key information. Also try using a little bold when appropriate (important dates / times, etc).
Write First, Address Later:
If you’ve got a complex or political e-mail to write sometimes it’s good to leave the ‘To:’ field blank and draft your e-mail first. Then there is absolutely no chance you send something mid draft. Nothing looks worse than replying all to the executive team with a half finished e-mail.
Forwards and Videos:
Generally speaking, keep the funny spam and cat videos to your personal e-mail. Nothing says I’m not focused on work than looking at or forwarding on non work related stuff.
Be polite:
I don’t care how frustrated, stressed, or pissed off you are, never put those emotions in your e-mail. We work in the entertainment industry, it can be tough and incredibly aggravating, but never any reason to put any of those feelings down in writing.
It feels like more and more everyday that e-mail is becoming the preferred method of communication, so you need to treat it as if you’re talking to that person in person. Also don’t forget that the phone exists and sometimes it’s easier to just make a call.
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