While many understand the importance of following certain rules when composing a business letter, some seem to have forgotten these rules when scripting an email. Since email is still one of the most efficient ways to communicate in business today, following is a refresher to improve your business email etiquette.
- Remember the basics. Some of the first basic manners we all learned is to say please and thank you. This applies to emails as well. Also, address people you do not know with Mr., Mrs., or Dr. Only address someone by their first name if they ask you to do so.
- Watch your tone. Read your message and reread it to make sure you express yourself in a professional manner. You want to come across respectful, not curt or demanding. If you are upset about something, allow yourself some time to cool off and think through the situation before writing an email.
- Be concise. Keep your email simple, but don’t leave out important details. Keep in mind that BalckBerrys and iPhones receive about 40 words per screen, so what looks short on your monitor will end up looking like an epic novel on a mobile device.
- Use the subject line. Be sure to use the subject line, as it determines the importance of an email. If the message is urgent, state this in the subject line. If your message is very short, you can use the subject line exclusively and finish with “EOM” (end of message).
- Do not use all uppercase letters. Using only capitol letters is considered cyber shouting. If you would like to emphasize a word, it is better to put it in quotes or between asterisks.
- Use correct spelling and grammar. Before you send your email, take a moment to check your grammar, spelling and punctuation. Make sure it looks professional and properly conveys what you wish to say.
- Privacy policy. Never send a private message via company email. It could be copied, printed, or forwarded, and end up in the wrong hands. It is best to discuss private matters in person or over the phone. Also, when sending an email to more than one recipient, use the BCC option to protect the privacy of other’s email addresses.
- Respond promptly. If someone sends you an email that requires a response, answer them as quickly as possible. If you are unable to answer their question in a timely fashion, it is courteous to at least let them know you received their message and will be getting back with them. If you receive an email that is sent to several people, more than likely you only need to respond to the sender, so avoid hitting “reply all” unless necessary.
- Ask before sending attachments. Most business servers cannot handle attachments that are five megabytes or larger. Therefore, it is a general rule to never forward a file larger than one megabyte. Inform the recipient before sending a large attachment.
- Play it safe. Everyone enjoys a good laugh, but you may want to think twice before sending a joke or funny email that may end up offending someone. Emails can get passed along and just might end up being view by the wrong person. Don’t send anything you wouldn’t feel comfortable sharing with all personnel.
Wishing you much happiness and success!
Patricia Rossi, America’s Etiquette and Protocol Coach, www.patriciarossi.com
