Some suggestions for your excellent “Writing sensible email messages” post. I use them most of the time and they work reasonably well.

1. If you cannot think of a one-line summary of the message, rethink the message, break it into many or find the common thread. No common thread? Break the message up.

2. Subject lines should be in three parts: {Action|FYI}: {Project}: Summary of {Action|FYI}

Action|FYI: You either must do something (Action) based on the contents of the message and your life is spared, or just take notice of something (FYI) and no action on your part won’t rip the fabric of the universe.

Project: A message (Action or FYI) must be related to a Project (or Initiative or whatever).

The summary lets the recipient know at a glance what is inside.

E.g.: Action: Larry Tate: Project folders needed on Mon 26 Sep 2005 10:00 AM on my desk

E.g.: FYI: Larry Tate: Catering confirmed for Mon 26 Sep 2005 2:00 PM

E.g.: Action: Larry Tate: Meeting: All senior PMs meeting Mon 26 Sep 2005 3:00 PM-4:00 PM Summit Room

E.g. (extension): Meeting: Larry Tate: All senior PMs meeting Mon 26 Sep 2005 3:00 PM-4:00 PM Summit Room

TO|CC|BCC: Those in the TO field are required to do something (Action) and those in the CC field should NOT do anything (if needed, under separate cover).

For an FYI, as no reply is required, all can go in the TO field.

However, to avoid reply-to-all brawls, put all recipients in the BCC field and send the message to yourself. Some products may allow you to gracefully hide the distribution list.

Simple and effective. They must be shared with and accepted by the recipients and, of course, intelligent, reasonable and mutually-agreed deviations from the norm are acceptable.

Hope it helps!

Mauro