by popular request: how to write an email
a disclaimer that this is the specific kind of email you send when people are absolutely smiting you and you know a phone call or an in person meeting is not possible/will not help. like youre 12 emails deep in an email chain and going in circles. youve been re routed to 13 offices 4 separate times. those kind of emails.
credentials: ive taken something like 13 semesters of college (dont ask) and every single semester have had to fight at least 3 offices for varying reasons in order to take classes. (including one time where i was shorted 5k in financial aid. i ended up getting 200 more dollars than i needed in the end) also my dad taught me everything he knows about emails (hes a tradesman turned corporate man and most of his job consists of telling people (nicely) that what theyre doing sucks and makes absolutely no sense)
Step 1: figure out who the email needs to go go
there is nothing wrong with emailing 11 million people if it gets the job done. if someone isnt helping you and you Know that they Should Be feel free to start to copy their boss on the email. copy your boss on an email. (or advisor or whoever). even if you think the person might only be like Vaguely helpful, sometimes people know people.
also theres nothing wrong with emailing the same email to several departments. sometimes you have to make a lot of noise to get something done (again. as like a last resort. dont email 11 million people right out of the gate)
Step 2: remember to be Polite
a very tempting step to ignore especially when you are 13 thousand emails deep in problems. but! if you are not nice to them! they will probably continue to smite you in the future! you want to make friends! not foes! so no matter how much people are smiting you, try to resist the urge to be an utter dipshit because it will not get the job done. vent to a friend or a coworker and send your polite and nice email
Step 3: articulate the problem Clearly.
a very important step. especially if you are adding more people to your email chain. dont assume they know your exact problem. they probably are dealing with other problems. articulate Clearly what is happening, no matter how long the email may be. its far better to get a long and detailed email rather than a non helpful short one. that will only prolong the process of how long it takes the problem to get solved.
Step 4: cite your reciepts.
wildly important. send your screenshots your attachments your whatever the fucking fuck youve got. its always good to have a paper trail. this is also where you would state any previously attempts to have the problem Sorted (ie i reached out to x person on x y and z days about x problem and it is still not resolved). you would not believe how many people dont scroll down in an email, especially a forwarded/replied one. so summarize whats Down There in your most recent email
Step 5: use the appropriate lingo
you dont have to be Overly Formal but there are a few good Buzz Sentences that usually get the job done. for example:
As Per My Last Email: a great line. emphasizes that youve already mentioned this. and this is not the first time youre mentioning this point. also emphasizes that the Thing has yet to be solved
See Attached/See Below: under utilized. again. people do not open attachments and they do not scroll down. almost had a friend once fail a class because a professor gas lit them in an email chain saying they didnt receive the final paper when the paper itself was attached earlier in the email chain. be Painfully Literal. it pays off.
Help Me To Understand: this is one of my dad's favorite lines. it really shows that you have no fucking idea what the person youre emailing is getting at and youre offering them the opportunity to spell out their nonsense for you. so that you can then be like. well. clearly This is where the miscommunication lies. its a great line. has saved my ass many times. because it is not accusing it is just offering someone to understand. it does not attack. it just is.
Step 6: give a polite sign off.
something along the lines of "thank you in advance for any help" or "i look forward to hearing from you" does the job. something that sends the message you are not pissed to shit at them even if you are.
Step 7: follow up and follow up often.
polite email response time is 48 business hours/2 business days. if it has been longer than that you have every right to email back and say hi x person just following up on this email, have you had the chance to review it yet? again. keep it polite. you actually want them to help you. and if they still dont respond well then maybe its time to loop in a boss or a supervisor or whoever the hell else. dont be afraid to go above them if you need to. nothing wrong with getting shit done when it needs to get done.
and really, if all that fails, as my dad says, a little office bribe in the form of cookies has never hurt anyone :)
so an email. should be formatted something like this:
Greetings/Good Morning (Afternoon) (Person)
I hope this email finds you well (or something similar for a greeting). I am reaching out regarding X incident/problem/whatever the fuck it is. I have previously reached out to X person on X dates and (summary of whatever they did or didnt do). See below/attached emails/pdf/screenshot/document (if applicable)
(explanation of the problem in as simple and detailed terms as possible. have someone re read it to make sure that it cannot be misconstrued)
(explanation of what you are looking for as a solution)
Please help me to understand why this (solution) has not been able to be reached. (explain you are on x timeline if the situation is urgent)
Kind regards/Thank you for any help in advance/I look forward to hearing from you etc,
go forth and conquer your emails. remember, sometimes you have to be a squeaky wheel. and in my million cases of email sending, it has ALWAYS paid off and i have gotten the problems solved. dont be afraid of the emails they can help you.
