According to psychologist Carole Lieberman, using ASAP in an email puts pressure on the receiver to complete tasks "yesterday." "It indicates that you're behind," she explains. "Rather than simply stating "ASAP," give folks a specific deadline."
Also, writes communication expert Alissa Dixon on her website Smarter With Style, "using ASAP in an email sends a message that you don't have time to wait for them to get back to you." That shouldn't be your attitude when communicating with others.
Finally, writes Dixon, "as soon as possible" is ambiguous. It could mean any one of several things: "I want this as soon as possible but I'll take what I can get"; "I want this as soon as possible but not right now"; or "I want this as soon as possible but I'm not sure when that will be." The only way to know what you're asking for is by reading between the lines or seeking clarification from the sender.
So yes, it's very impolite to write "asap" in an email. Even if you use more formal language, such as "urgent," there's still a chance the recipient will understand you as saying you need something done right away and not in some far-off future date.
The phrase "as soon as possible" is widely used in casual business conversation. If you were speaking (officially or semi-formally), you would say "as soon as feasible" rather than just "ASAP." If you're sending an email to someone with whom you don't have a more informal connection, it's best to type out the sentence. Otherwise, your message may be interpreted as rude and dismissive.
For example: "As soon as feasible, we need to discuss the status of this project." Or: "I understand that this will cause some delay, but as soon as ASAP we need to get started."
Using these phrases in emails to colleagues and customers can make them seem less demanding and avoid causing additional delays for other projects or tasks.
"Email should not be sent at night, but during the day." When it comes to email etiquette, most people agree that sending late-night emails is unacceptable. Emails, they suggest, should be sent during the day. However, that is founded on the idea of time rather than energy. In actuality, we should be optimizing our energy rather than our time. There are several reasons why sending an email at night is a bad idea. First of all, it's exhausting to do anything for more than eight hours without sleep. Even if you don't feel tired when you first wake up, by noon you will need some rest. Secondly, the human body was not designed to operate on two hours of sleep or less per day. The brain and other organs are deprived of important things they need in order to function properly. For example, research has shown that sleeping less than six hours a night increases your risk of diabetes and heart disease.
The best time to send emails is during daytime hours. This allows you to give your recipients time to read their messages and gives them a chance to respond if needed. Sending emails at night uses up your energy without giving others a chance to reply to you. This is why it's best to send emails during the day; so you can avoid any rudeness issues.
I believe that the following is more crucial than any clear, eloquent, courteous, or nice email you may write and send to them in order to have an urgent task completed: know exactly what it is you need them to do and be sure they will do it before you ask them to.
If you want someone to do something for you, it is important that you understand their situation as well. If you ask me to read your manuscript when I am busy writing my own book, I cannot promise that I will be able to do so. It is possible that I might even lose interest in your work, but at least I will give it my all during the time I am working on it.
So always keep this in mind when asking others to do things for you: make sure they are not already doing something else that needs their attention first. Otherwise, you might end up being ignored or, worse yet, get into arguments with people over meaningless issues.
By creating and sending an email to anyone, you are effectively forcing them to take time out of their day to read and digest your message. Because it takes longer to completely comprehend a lengthy communication, you may show greater respect for your colleagues' time by keeping your messages brief and to the point. In addition, be sure to follow up with relevant information or links as reminders of what was discussed.
Respect is an essential part of maintaining good relationships with others, especially those with whom you work closely together. Without respect, it can be difficult to get things done and meet deadlines. Thus, showing respect allows people to do their jobs better and helps make organizations run more smoothly. All in all, showing respect is vital for successful communications.
Email is one of the most significant time wasters in most businesses. It is ineffective. Employees are projected to spend up to one-third of their time handling email. However, most of the impact of email on your day is self-inflicted. Someone is going to tell you that you're wrong, and they're going to take some time doing it. They might even right then and there convince you not to do something that would have been easy to check into before acting on it.
People send me emails all the time asking what they can do to make their business more efficient. The answer is simple: don't do anything else! If you want to increase your efficiency as a business, stop sending out so many emails.
The only people who think that email is useful are those who are already doing a good job communicating with others effectively without using email.
It's a terrible way to communicate. It's slow. It lacks context. You have no way of knowing how much time has passed or whether someone actually read your message. Email is perfect for transferring large files or for pushing notifications out to groups of people, but it's awful for real conversations.
Even if you use tools like HootSuite to manage your social media, email remains a separate channel that requires its own management.
Don't write 10 sentences when two would enough. Each email should be responded to in three sentences or fewer. Don't say anything like, "Maybe 10 or 11 a.m., what do you think?" Be forceful when scheduling a meeting time. "It's 10 a.m." Make it Personal: It's sometimes easier to phone or chat in person. That way you can see their body language and they can hear your voice.
Use clear subject lines. If you don't know how to start a subject line, ask yourself these questions: Who is my audience? What do they want to know? What key words should I include? Can I shorten my message? Can I use an emoji? Can I repeat a word or phrase for effect? Can I use fun language or interesting facts?
Be personal. Even if you're sending the same message to several people, each recipient deserves his or her own individual attention. Include a greeting that shows you've thought about them specifically and not just sent out a mass email. This could be as simple as a few choice words or as complex as a personalized email script. Either way, make sure you put a little bit of yourself into each email you send out.
Follow up. Once you've sent your email, wait a few days then follow up with another email asking whether they had any questions or needed more information. This shows that you're still interested in them even after the first email and will encourage them to reply back if they were busy before.