Writing the Extended E-mail (Reports and Proposals)

By now you realize the importance of your business e-mails being concise. But what do you do if you need to send out a lengthy report or proposal? These documents can form the lifeblood of your business. Yet, how do you convey a great deal of information without boring your reader?

The answer lies in giving the information in easy-to-read, digestible chunks. Most important is the main e-mail that alerts your colleague or customer to the report, itself. There are three basic ways to send the report or proposal: by sharing it with them through a separate account (such as Google Docs or Smartsheet), by publishing it to a read-only URL, or by sending it as an attachment to your e-mail.

The method you choose depends on the accepted practice at your place of business, and on other factors, such as whether you would like your recipients to be able to edit the document and/or add comments.

In any case, the most important element of the report is the notification e-mail. This message will determine whether your report is viewed and read.

Your subject line is key. People are naturally suspicious of attachments. Since many computer viruses are transmitted through attachments, it is essential that your subject line be clear. Here are a few examples:

Board meeting minutes attached

Latest sales figures attached

Building renovations proposal attached

Since many of your colleagues and customers read e-mails on their mobile devices, it is courteous to convey your subject line message in 60 characters or less. One way to achieve this is with subject line abbreviations. Let's take a look at the most common code words.

• EOM (End of Message). Use this abbreviation when your subject line conveys a complete message. If your readers see "Board meeting minutes attached [EOM]" as a subject line on a smartphone, they do not have to click into the message. They can view the attachment later at their convenience.

• NRR (No Reply Required). This code is a better version of FYI (For Your Information), as it explicitly states the reader does not need to respond. It relieves the recipient of the worry of that "should I" or shouldn't I" query. Here's an example:

• Y/N (Y es/No question). This abbreviation alerts respondents that you'd like a response. Perhaps you are seeking approval for minutes, or for a new marketing idea. By adding Y/N to your subject line, your report will have a better chance of getting a response.

• RB+ [(Reply By (insert timeline)] or AB+ [Action By (insert timeline)]. An easy way to add a sense of urgency to your message is by adding a deadline. Need that report edited by tomorrow? You can add that timeline in the subject line with this abbreviation. (AB+1) means in one day. (RB+7) means in one week. If you need a response later today, add (RB+0) If you need a response in an hour, add (RB+0.1).

• PYR (Per Your Request). This abbreviation is a good one to use when you are sending a business proposal or work estimate that a colleague or client has requested. It helps your message stand out from other e-mails. In other words, you let your readers know up front that you are sending them something they want to see. Here are two examples:

• the title or purpose of the report


• essential points of the report


• scope, methods, results, conclusions, and recommendations


• response required, and timeline for that response