Since email communications are so popular, people need more tips on how to best use the tool. I’ve taught people how to use email apps and included the basic tag just as a sidebar on specific topics. Yet now I see so many poorly crafted emails being sent as business communications. I now realize that email etiquette is becoming more important as the use of this tool increases. As a fellow professional emailer, I feel the need to encourage better etiquette.
Everyone should remember that email etiquette is part of business communications and proper procedures for professional email conduct need to be followed as well. Poor communications reflect on everyone’s professionalism. Here’s a dozen bakers list of email dos and don’ts to improve communication etiquette awareness.
1. Get to the point. Be concise. Nobody wants to read a long email. If you have a lot to say, send a memo, letter, or provide details in an attachment or web link using the full URL.
2. Don’t keep people waiting for an answer. Please reply as soon as possible. A good time management rule to use for a standard response is within 24 hours.
3. Answer all of their questions. The questions that were asked in an email sent to you and the ones that your email may elicit from the recipient.
4. Do not use all upper or lower case. CAPITAL LETTERS come across as yelling and all lowercase is hard to follow, plus you may seem illiterate.
5. Make your subject line meaningful but brief. The subject line often lets the viewer know if the email needs attention now or can wait until later. Readers who use a phone or PDA to check email can lose valuable screen space due to long subject lines.
6. Don’t use “reply all” unless everyone really needs to see the reply. To remedy this, change your email default settings to not select, having to select everything when needed requires an extra thought step before sending
7. Use the courtesy “CC” option sparingly. Make sure only people who care about the content of the message or the attachments have to check the email.
8. Do not forward chain letters or transmit viruses. These items not only bog down mail servers, but sometimes stop job production!
9. Use the spell checker and check for correct grammar and punctuation. This is just smart for any business communication. Also remember that IM acronyms or abbreviations in email are not that clear, as everyone who sees the email may not understand what it means.
10. Do not use email to discuss confidential information. Email is not as private as many think. You never know who can access the computers and servers your email may pass through or how long it will stay on them.
11. Be careful when using HTML and attachments. Not everyone wants these things. Also, some email tools may not be able to read HTML. Some email servers will block HTML, large attachments, or certain types of attachments automatically anyway.
12. Don’t forget to include a signature line with name, title, company and phone number. Just because you have someone’s name and email address doesn’t mean they remember who you are. The phone number is for quick response or questions if needed.
13. Always check your email before sending it. It’s not safe to assume that the spell checker caught everything; Make sure your message is clear and your tone is professional.
I hope you’ve found the thirteen dos and don’ts for improving email etiquette helpful. Remember to use the email communication tool professionally and carefully. Basic email etiquette is more important as the use of this simple communication tool increases. Just because the tool is fast doesn’t mean it shouldn’t be used correctly. Always keep in mind that poorly crafted emails reflect personal and company professionalism.