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How’s Your Business Email Etiquette?

With mobile technology today, it’s easy to scan an email, click “reply,” and send off a quick response without giving much thought to what you’ve written. And that can be dangerous.

When it comes to business communication—regardless of the mode of delivery—professionalism and courtesy should always be the first rule of thumb.

Here are some ways you can perfect your email etiquette to ensure you’re sending the “right” message:

Be clear in the subject line. The subject line should be a summary of the email message. Be clear and concise in the description. If you are emailing the same recipient on multiple topics, separate the emails by topic so the recipient can easily follow the trail of responses back and forth.

Keep the message brief and to the point. Your message should be brief and to the point, but not so slight that the message is lost. If the email includes several “back-and-forth” communications, delete irrelevant text so that no one has to scroll through a lengthy email to get the message. Keep only what is relevant to the conversation.

Avoid shortcuts and emoticons (use real words). As texting is becoming a popular way to communicate, you might find yourself tempted to use shortcuts in your email. Don’t do it! “The proposal looks ‘Gr8’” is not an acceptable response in business. And smiley faces might be nice to include in your personal email, but it makes your business communication look less than professional. If you wouldn’t use it in a written letter, don’t use it in a business email. J

Refrain from one-line responses. Not every email needs a response. Sending an email with a “Thanks!” or “Okay,” is unnecessary. If you don’t anticipate a response, you can also put “No Response Necessary” in the subject line of your email.

Don’t yell! Most people know this, but as a refresher: DON’T USE ALL CAPITAL LETTERS OR OVERSIZED FONTS (greater than 12 pts) in your business emails. The recipient will feel as though they are being yelled at.

Don’t Reply to All unless necessary. Be certain that “reply all” is appropriate. Does everyone on the original thread need to see the response? Our inboxes are already overflowing with email—think twice before sending a reply to everyone.

Follow the rules. As with any written communication for business, use grammar and punctuation in a normal manner.

Breathe and proofread. Have you ever received an email that just made you angry? And in the heat of the moment, you sent off a quick (and-maybe-not-so-nice) reply, without really thinking? When you receive an email that “sounds” confrontational, breathe and think carefully before you fire off a reply. When you’re finished crafting your response, proofread it one last time to be sure you are responding in a professional manner. The danger with email communications is that we can’t hear tone—and oftentimes, communications are misconstrued. Don’t assume. You know what happens then…

Respond promptly
Even if you cannot yet provide an answer, replying to someone’s e-mail within 24 hours lets the sender know that you received it. Sending immediate responses also keeps you organized and up to date on your e- mail correspondence.

Close with courtesy. Think letterhead here. Your signature should include your name and contact information—but should always close with courtesy. Something to the effect of “Sincerely,” or “All the best,” or “Thank you” works!

Even with the evolution of digital communication (and maybe even because of it), I still believe that the way we communicate with people sends a clear message.

What do you think?

“There are four ways, and only four ways, in which we have contact with the world. We are evaluated and classified by these four contacts: what we do, how we look, what we say, and how we say it.” Dale Carnegie

Posted by Margaret in Business Etiquette.