This is the Web-based version of this article.
Email Guidelines
For Purchasing Professionals
PurchTips - Edition # 77
June 14, 2005
By Charles Dominick, C.P.M., SPSM
Are Your Emails Getting The Attention You Want?
Purchasing and supply management is one of the busiest professions. Therefore, you and I use the convenience of email to communicate with our superiors, internal customers, and suppliers.
This convenience often leads to sloppiness. Sloppy emails are frequently ignored or misunderstood.
Use these guidelines to optimize your emails.
Limit The Topic - If you have more than one topic to discuss with the recipient, send one email per topic. When topics are combined, the recipient is likely to withhold a reply until ALL matters can be addressed.
Write Short Paragraphs - Limit your paragraphs to two sentences in length for optimum readability. Four short paragraphs are better than one huge paragraph.
Write Short Sentences - Strive for an average of about nine to 14 words per sentence. If a sentence uses more than 20 words, try to split it into two separate sentences.
Use Lists - If you describe three or more points about a certain topic, use a bulleted list not a long sentence.
Draw Attention To Questions - If you ask a question, put it in a paragraph by itself. When asking multiple questions, number them and place each on its own line.
Have A Clear Call To Action - Tell the person exactly what to do. An example would be: "Please review this document and email your suggestions to me."
State Any Deadlines - If you need a response by a certain date, indicate the date by which you need it. When using a date, be sure to specify whether you want the response "on" or "no later than" that date.
Be Service Oriented - When replying to internal customers, thank them in your first sentence and thank them in your last sentence.
Proofread - Ensure compliance with these guidelines and look for spelling/grammar errors, omitted words, and lack of clarity.
Spotlight On Professional Development Opportunities
Do you want an impressive new qualification that will set you apart from the average purchaser? If so, you will want to earn the Senior Professional in Supply Management (SPSM) Certification. This powerful designation will communicate that you've developed the skills and strategies necessary for world-class supply management success!
And if you sign up for the SPSM Certification Program on or before 6/30/2005, you also get these bonuses valued at over $700:
- FREE $50 gift certificate to Amazon.com!
- FREE Performance Appraisal Improvement Analysis!
- FREE CD-ROM with printer-friendly versions of the class materials!
- FREE access to the "Purchaser's Electronic Tools," which include a negotiation audio lesson and more!
- FREE audio CD about purchasing job security!
- FREE "Guide To Getting The Most Out Of Your SPSM Certification"
To learn how to earn your SPSM Certification and get these valuable bonuses, visit:
www.NextLevelPurchasing.com
Valuable Purchasing Links!
Share your thoughts on this edition of PurchTips at www.NextLevelPurchasing.com/blog
Since the last edition of PurchTips, at least 2 new jobs preferring the SPSM Certification have been posted at www.NextLevelPurchasing.com/jobs
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