Explicitness in Your E-mails

ex·plic·it –adjective

1. fully and clearly expressed or demonstrated; leaving nothing merely implied; unequivocal: explicit instructions; explicit language.
2. clearly developed or formulated: explicit knowledge; explicit belief.
3. definite and unreserved in expression; outspoken: He was quite explicit as to what he expected us to do for him.

Now that we are clear on the above, apply this to your e-mails. If you receive an e-mail that asks several questions — answer each one, point-by-point. Don’t just hit reply and type a general statement at the top of the e-mail that doesn’t cover all the issues presented.

Explicitness in your email communications helps to avoid misunderstandings and confusion. If you top-post, (the bad habit of just typing a cryptic reply at the top of an e-mail without including any e-mail etiquette) you are taking the lazy way out and showing the person who e-mailed you that you are not capable of succinct replies.

Learn how to, and practice, the down-editing of your replies to avoid unnecessary back and forths for clarification. Down-editing will also show that it is important to you to be a clear communicator and will speak volumes as to what it will be like to communicate with you. PIA or joy?

Don’t just reply with what point or info you want to relay — reply to the specifics of the e-mail that was sent to you. Not doing so will demonstrate a lack of courtesy for those who e-mail you causing them to have to send an additional e-mail for clarification.

This will not only help in your personal day-to-day communications but in business e-mails, replying without displaying this level of attention to detail will undermine your potential for success as well as show your level of professionalism.

So take the time to type clearly and cover each point. You’ll find those you e-mail will appreciate that approach!

You may also be interested in:

• Why Don’t People Reply to E-mails?
• A Little Please in E-mails Never Hurts
• E-mail Etiquette Requires Your Reply
• Are Your E-mails Being Ignored?