Replying to Emails

When replying to emails, always respond promptly and edit out unnecessary
information from a post you are responding to.


Responding promptly is the courteous thing to do. Don't let folks wonder if
you received the email or are ever going to respond to their communications.
Think about how quickly you would return a phone call or voice mail. Email
is no different especially considering most folks have expectations of a
faster response as email is received so quickly. Outside of any emergencies
such as surgery or lack of connectivity, always respond as soon as you can.
If you need more time to gather your thoughts, simply pop off an email
stating you are planning on responding in more detail and when.

Don't just hit the reply button and start typing. Edit out unimportant parts
of the email you are responding to and respond point by point.

Yes, there may be times where keeping in the entire previous email is
important, especially if you are adding folks to the conversation
via CC. But that is the rare occasion - again, use your common sense.

Editing your email is accomplished by deleting information from the
previous mail that is not necessary to continuing the conversation.
At the very least edit out email headers and signature files.
Lazy is hitting reply and sending a one word answer.... please.
Is your time more important than those you are corresponding with?
Aren't your associates or friends worth taking the time to make
communicating with you easy?

Especially when email conversations on the same topic are ongoing.
Why would you possibly want to have copies of the last 3-4 (or more)
emails added to the growing list of back and forth?
You make the person you are communicating with look for your response
amongst all the text. Be sure to hit the enter key twice before typing after

a previous email's comments. Doing so will ensure that your comments
are directly after the previous email's content you are replying to. The
recipient will then know exactly what part of their email your comments
were directed at and this will help with clarity in your reply and avoid
misunderstandings.

By not editing your email, your lack of understanding in regard to smooth
communications, bandwidth and trying to keep the online environment not
overloaded with unnecessary noise will be apparent. Always edit/delete what
is not necessary for the conversation to continue.
This is a skill well worth developing that over time can add tremendous
clarity to your communications.

As a courtesy to your fellow Netizens, please down edit your posts
keeping only what will contribute to the ongoing conversation.