1. Consider your audience – what they know, what they want, what they need, how they’ll use it.
2. Anticipate your readers reactions
3. Plan the message with the MADE format in mind (see formula below)
4. Draft quickly your message
5. Then edit for content, layout, grammar, clarity, conciseness and style (see extra notes below)

Where the MADE formula = Message, Action, Detail (Who, What, When, Where, Why, How, How much?), Evidence (Optional enclosure or attachment)

Extra Notes for Point 5:

• Selecting the right medium to communicate
• • Know when to send an email
  • Know when to pick up a phone
  • Understand the dangers of email – misunderstandings and major faux pas
• Follow the rules of email etiquette to create the proper image
• • Check multiple email accounts promptly
  • Avoid using all uppercase or all lowercase
  • Never double-space your entire message
  • Highlight responses in colour to aid reading
  • Cut and paste rather than hit “Reply” on long continuing emails
  • Be wary of humour or sarcasm
  • Allow cool-off time before sending a flame or any emotional message
  • Use receipts sparingly
  • Don’t Forward sensitive messages or copyrighted articles without permission
  • If you don’t have something to say, don’t say it – not all emails deserve a response
  • Use a signature block or line
  • Limit your signature block
  • Limit emoticons or smileys

    : )     – smile

     : (     – sad, anger, disappointment

     ; )     – winking, just joking