Preparing Emails for Easy Organization

by Lee Wyatt
(last updated July 31, 2014)

1

Preparing emails for easy organization, while it may not exactly help you for filing your emails, it will help others. Surprisingly, preparing your emails is a relatively simple matter. In order to make your emails as organized as possible, all you need to do is a make sure that you know what the guidelines are, and to take a little extra time when preparing your emails. After a while, you won't even notice the extra time, since the whole process will have become second nature by that point, and you will find that writing effective emails is a whole lot quicker that it used to. In fact, you will find that these guidelines not only help you prepare your emails for easy organization, but it will also help you write more effectively.

  • Subjects matter. Often one of the most overlooked portions of an email is the subject line. Believe it or not, this line is arguably one of the most important parts of an email. The reason for this is that it will set the tone for rest of the mail, and can also give the recipient an idea of what the entire email is about. Be as concise as possible when writing the subject matter, and make sure that it is relevant to the rest of the email as well. This way, when the recipient (or you) are looking for this message later on, you will be able to find it more easily.
  • Format appropriately. When writing the emails, you need to format them appropriately. To this end, leave the frilly additions off of any professional email, and save them for the ones that are more personal. In addition, don't be afraid to use bullets, numbers, and so on for lists. They will help you drive home the point you are trying to make and bring appropriate notice to each individual. In addition, by using things like bullets and numbers, you will have an easier time of locating information that you need quickly later on.
  • Be as concise as possible. It is exceptionally easy to start writing and to not know when to stop. One example of that can be found in this article, which has probably gone on a little longer than is strictly necessary. While writing your emails, be as concise and to the point as you possibly can. This is another way that you can help your reader to locate the important data as quickly as possible, while also avoiding having that important data become lost among all the other words.
  • Date everything. Finally, one of the easiest ways that you can begin preparing emails for organization is by dating everything that you send. Do not rely solely on the dates that are generated by the computer system. By manually incorporating another date into the email you are in effect backing up the computer and ensuring that everything that you send out is properly dated.

Author Bio

Lee Wyatt

Contributor of numerous Tips.Net articles, Lee Wyatt is quickly becoming a regular "Jack of all trades." He is currently an independent contractor specializing in writing and editing. Contact him today for all of your writing and editing needs! Click here to contact. ...

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What is 3 + 4?

2014-07-30 22:40:55

JJ

Interesting. I never thought about dating e-mail myself; I always left it to the system. I never had a problem with mine reaching their destination with the date properly entered, but just the same, I'm going to start putting dates on them.


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