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E-Mail Tip #12 - Avoid Posturing Preambles

Written by: Robert Whipple

Article Overview: Many e-mail writers start off with a phrase which is intended to protect them, but only really serves to annoy the reader. Be careful not to be guilty of this offense. This article offers some tips.

E-Mail Tip #12 - Avoid Posturing Preambles

Preambles meant to justify the writer's right to rant and rave are common, but deadly. Often, preambles are used as posturing methods to create a justification for what the writer is about to say. These statements evoke a defensive reaction before the writer gets to the main subject matter.

Here are some typical examples of messages that begin on the wrong foot:

• "Just for the record..."

• "Since you brought it up..."

• "Newsflash for Jake..."

• "Never once did I say..."

• "How dare you call me overly critical..."

• "I have shown you nothing but respect..."

• "Where did I indicate..."

• "You must be joking because..."

• "You are entitled to your opinion, but..."

• "You obviously don't get it because..."

• "Everyone knows that..."

When a person receives a message that starts with this kind of rancor, it often evokes a reaction of disbelief. The recipient did not expect to be addressed in this fashion. There is an immediate and strong defensive reaction. Obviously, the sender is way off base and needs to be set straight. If the recipient takes the bait and replies in kind, the sender has accomplished his or her mission. The battle will rage on. E-mail battles are covered in a separate article.

The preamble does not need to be as overt as the ones above to set the stage. Consider the difference between a note that starts with, "Hi Marcia..." and an identical note that starts with the words, "Well Marcia..." The change of a tiny word in the salutation can change the meaning of an entire note. As you proofread your e-mail, watch for these posturing prefaces and ask if they are that important. Do they help you accomplish your objective in sending this note? If they do, try to tone down their abrasiveness before sending the note.

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Article Tags: Email, leadership, preambles, trust



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