eMail Etiquette

There are some very useful tips regarding email etiquette that if used properly, will increase the chances of an email being read more thoroughly and responded to timely. It will not only provide for clearer communication but also better response levels – and in general, save both sender and recipient time and hassle. This is in lieu of lost, ignored, forgotten or unintentionally rude emails.

While there are many, many tips that are highly useful, I will go over a few main ones and this will give you an excellent start of being on board the successful email train.

Keep your messages to a concise format and brief length, getting to your point. There is no reason to provide more details than what is necessary. Your email should start with a proper salutation using titles such as Dr., Mr., Mrs., etc. Only start with a person’s first name if that is the only information that you have. Beyond that, state why you are writing and request any information that you are seeking. Do not abbreviate as this looks unprofessional and may cause confusion for those who may not understand the abbreviation.

When needing to deal with several different subjects it is recommended that these subjects are broken down and separate emails are sent, with the subject line having a descriptive, yet short heading. In this fashion, the recipient understands the topic almost immediately and more clearly, and is able to respond more precisely. In addition, he does not forget a response, such as can happen with an email with many different topics. This also provides ease in scanning quickly for a needed email, ensuring a proper and timely response – which in turn will save time.

As regards a timely response, emails don’t necessarily need to be answered immediately but there are the occasions when it is more prudent to do just that. In cases of sales, customer service or tech support this may be required, otherwise effectiveness of the communication loses ground.

When composing your emails, always keep in mind the tone that is being set. It is much harder to decipher the exact inflection of an email than it is when in a face to face conversation. Know that if you are angry, upset, frustrated or even tired that this can easily come across in your email and thus send out the wrong tone, possibly causing misunderstandings which serve only to waste time.

Resist criticizing others, as this is never professional and can show as a poor personality on your part. In responding to emails, be mindful of who this email will go to. You may have sensitive information that is not suitable to use for the ‘reply to all’ option. Also avoid chain letters; they contribute to clutter akin to junk mail and will usually be deleted before they are even read. Always, always be sure to use "Please" and "Thank you" as it is courteous and will be received much better than if you don’t.

Following these simple tips will improve productivity through good communication skills. This in turn will allow for a much smoother transaction all the way around. Your professionalism will show and good reputation will come forth.

Tagged with: concise format • proper salutation • response emails • response levels • rude emails • timely response

Filed under: eMail Marketing • Internet • Online Marketing • Self Employed

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