In 2017, writing emails is the number one means of business communication in the entertainment industry. I know a lot of professionals miss the days of picking up the phone --- but no matter which side you land on in the great phone v. email debate, everyone understands that the glory days of spoken connection are all but gone in the business of entertainment.
However, I cannot go one more day without addressing some of the common mishaps and GREAT mistakes that I see daily in email correspondence in our industry. Whether you like to believe it or not, the way that you communicate via email can make people think more or less of you. It can put a sour taste in people's mouths for years. Most importantly, if you are not smart about your communication --- you will lose jobs.
Here are some of my learnings over the years. It doesn't have to be hard --- but you must be smart!
NOT RESPONDING IS RESPONDING
I will never understand people who put off writing emails for days and days. Are you nervous? Are you scared? Are you avoiding something? GET OVER IT. If someone has engaged in correspondence with you and there seems to be some urgency, YOU MUST RESPOND PROMPTLY. Not responding is responding rudely. If someone sends you an appointment email, respond as quickly as you can. If someone asks you a question about your availability it is because they are trying to make a schedule. Other people can't do their jobs without the information that they have asked for. It's not personal --- it only becomes personal when you don't respond.
TRIPLE CHECK YOUR ATTACHMENTS
If you are attaching a file, make sure the size is smaller than 500kb. If it is larger, your email might go to spam. If you are sending a video file, please upload it to YouTube or Vimeo, send the direct link, and make sure that your video is downloadable. Sending other types of video files creates so much additional work for the people that you are sending it to. Also, make sure that you triple check the names of the files that you are sending. The file name should be a direct reflection of the item you are trying to send ie: Kate_Lumpkin_Resume_2017.pdf vs. theatreresumeupdated.doc. Show people that you have checked your work and are a professional.
DON'T ASSUME THEY KNOW
Even if you think that you have a solid working relationship with someone, it can't hurt to briefly remind them about yourself or your connection to them. If it has been a while since you have connected with someone make sure they remember where you met or who your mutual connection is. This industry is all about connection and sometimes people need a wee reminder before they can invest in the rest of your question or ask. Also, you should always have a clear signature block at the end of your email with your name, all of your contact information, and title.
FILL ME IN
A subject line needs to tell the reader what they are about to open. Not having a subject line is NEVER ok. There is no world in which not having a subject line in a business email is correct. It should be a very simple and very clear description of what's to come. Some great examples might be: Audition Appointment Request - Kate Lumpkin or Audition Workshop Follow Up.
CC, BCC, & REPLY ALL
These three tools and their misuse sends shivers down my spine. I always say, before you use any of these tools you have to ask yourself, "Do ALL of the people on this email thread need the information I'm about to send?" If they don't --- DON'T SEND IT TO EVERYONE. Take the time to send the right information to the right people. This is how mistakes are made, feelings get hurt, and people lose their jobs. Really triple check to make sure that you are not the person who shares email addresses with people who shouldn't have them, says something awful about someone else on the email thread, or perpetuates inbox clogging.
GET TO THE POINT
Make things as brief as possible. They don't need to know your life story. Introduction, make the ask, throw in a compliment, and finish the email.
IT'S IN WRITING
Anything that you put in an email is now forever a part of the fabric of your life. You can't take it back. You can't explain your way out of it. It has been said. So be thoughtful and cautious. Never email in anger or haste --- unless you REALLY MEAN IT. People will take a screenshot and share your words without your consent --- especially when they think your email is out of line or particularly offensive. Don't let one email ruin a relationship simply because you didn't think it through. {This goes for Facebook messages as well!}
REFLECTION
The reader's interpretation of your writing style is all that matters. So try to make your text a true reflection of your point of view. Your email language is another way of showing yourself to people. Have a specific "sign off" phrase {mine is Cheers}. Pick a font that is representative of your brand. If you are a wordsmith, use your gift. Don't go crazy --- but do make sure that you feel well represented. Because after you hit send it is out of your hands!
MOST IMPORTANTLY: DO NOT SEND ONE WORD EMAILS. YOU WILL ALWAYS LOOK RUDE.
{Picture by Kate Cook of smallpaperthings.com}