Lastly, to prevent clogging inboxes, military professionals link to attachments rather than attaching files. This will force the recipient to check the website that has the attachment, which will likely provide the most recent version of a file. Also, the site will verify that the recipient has the right security credentials to see the file, and you don’t inadvertently send a file to someone who isn’t permitted to view it.
Here is an email example for corporate use that uses keywords in the subject, bottom line, background bullets, and active voice:
Subject: INFO – Meeting Change
Bottom Line: We scheduled the weekly update meeting for Thursday at 2 PM CST to accommodate the CFO’s schedule.
- We searched for other available times, but this is the only time that works, and it’s important that you are on the call, so that you can address your P&L.
- CFO will be in Boston on Thursday meeting at an offsite with the management committee.
- He wants to review the financial report that can be found here (insert link) before the call.
By adopting military email etiquette, you will introduce a kernel of clarity to your correspondence and that of your colleagues and clients.