Another swipe from my standard operating process (SOP) that really made the difference. How we handle email and the tense and tone is very important. Share this with your team to get them all on the same page and let me know what you think below.
Readers who do not yet have the advantage of knowing you will judge you by your writing, and this includes email. Pay attention to what you say and how you say it in your email. What follows is a sample cover email to a client. Note how much information is communicated, and that it focuses on what the client would most want to know.
Write as you would speak, but just a little more formally. Avoid slang and contractions. Do not try to make it too fancy. Start with a list of the main points you need to get across; then start explaining them. Use only the three basic tenses, past, present, and future. Refer to your business by its name. Avoid using “I” or “We” to avoid passing, inferring or implying any blame, superiority, etc. Write in the active voice and in short sentences.
Becky, I spent some time with the office laptop tonight. Just checking browser and settings. I tested from multiple computers in the office to make sure it wasn’t a network-wide issue. Ultimately, I installed a new video driver on your laptop. I tested after that it seemed better. Please let me know over the next few days so I can make sure this is working correctly.
Becky, Some time was spent with the office laptop tonight. Just checking browsers and settings. Also tested from multiple computers in the office to make sure it wasn’t a network-wide issue. Ultimately, a new video driver was installed on your laptop. After that it seemed better. Please let me know over the next few days so plans can be make sure this is working correctly