Tweet

Your Email Manners On the Job

Guest post by: Dia Sutton

Article Overview: What does your email on the job say about you? Do you communicate electronically with grace and style? Or do you type like a grade-school kid using poor grammar with lots of typos, jargon and incomplete sentence? People will judge you by the email you send.

Your Email Manners On the Job

Email has become the preferred method of communication for many people in business, but if not used properly, can become hazardous to relationships and careers. Email is a silent form of communication. One can neither see you as you say the words nor hear your vocal inflections; the message is contained entirely in the words you choose to write and send. Because the reader misses out on the nuances of your verbal and visual delivery the results are often miscommunication and misunderstandings.

Email quickly provides organizations written information. But never let the convenience of email overshadow the value of a phone call or face-to-face meeting. The "human touch" is often missing from our communications and customers and co-workers alike may appreciate the time and effort it took for you to call or stop by. Try doing both at once - send an email, but call as well to give the recipient a "heads up." Hearing your message will enhance their reading of it.

• Before you hit the send button, it's important to proof the content for spelling and grammar mistakes. But it's also important to read the message aloud to check the tone of the message.
• Don't forget to add "please" and "thank you". Those two phrases can transform the snippiest of demands into a polite request.
• Any message longer than about half the computer screen is too long. If your content is long, consider introducing the subject in a short email and sending the details as an attachment or fax.
• First ask permission before attaching any large files.
• Assume any message you send is permanent and may likely be forwarded to others.
• Start with a salutation, i.e. Dear James. Continue to use salutations until the relationship is well established.
• Be concise. No one likes long emails.
• Respond to all questions when returning e-mail.
• Do not use email to send trivial, confidential or sensitive information. Anything truly urgent should be telephoned. Anything sensitive should be hand-delivered.
• Never use email to reprimand someone.
• Never express political or religious opinions via office email.
• Never use office email to send jokes.
• Use humor and sarcasm in your emails sparingly. Recipients may not "get" the joke.
• Use industry or email acronyms, abbreviations, or emoticons sparingly.
• Define your subject in the subject line.
• Use upper and lower case when writing.
• Use signatures with complete personal contact information.
• Allow 1-2 days for a response. If you need an immediate response, call as well.
• Respond to your incoming emails within 24 hours. If you need more time to respond, call or email that you are looking into it and will get back to them ASAP.
• If your message is urgent, use the telephone or mark the email as a priority
• Never send a message in anger.
• Email is best used for short, simple and straightforward information.

Remember: Business e-mails are a tool, and that tool represents you.

Related Articles
  \"The Business of Business Manners at Meetings\"
  How to Forward Email
  Mobile Manners – Cell Phone Etiquette Tips From Your Strategic Thinking Business Coach
  Manners Always Matter
  Business Luncheon Manners Always Matter, Ten Tips From Your Strategic Thinking Business Coach
  When Does Customer Service Start?
  Relationship Basics
  3 Easy Ways to Shape-up Your Relationship This New Year
  Luncheon Meetings - NoNos
  More On Business Manners From Your Strategic Thinking Business Coach
  Thank you, Steven Slater and Jet Blue for Highlighting One Thing!
  “Working A Room – The Top Ten Tips, From Your Strategic Thinking Business Coach”
  Brand Manners
  Recommendation: Get A Gmail Account
  How Professional Coaching Can Help You Succeed
  "Dealing with Recessionary Times"
  Ten Tips for a Successful Interview
  Integrity-It\'s What You Do When No One\'s Looking
  List Building Blunders that You Need to Avoid
  E Mail Marketing Campaigns

Article Tags: email, email manners, netiquette



Related Forum Posts
Re: i get really, really pissed off when . . . . - Manners? People still have those??? [quote="Mal Tindle":38uhfa1f]Monday August 2nd Nothing pisses me off more than bad manners !!! Mal.[/quote:38uhfa1f]
Web magazine publisher - My duties 1) Research the articles that goes into each of my webzines - science fiction in all media, various sports (Yay, Lady Vols, 8th championship in 2008, by the way!) 2) Write the articles 3) Format and upload them to the web 4) Email and network various contacts to get out the word that new articles are available. 5) Email authors, actors, etc. etc. to see if they want to do interviews. 6) Advertise for more contributors - and then edit and upload their material!
Re: Email Marketing - Yes, true. What kind of changes happened in Email campaigns except the opt-in? Finding the exact target and reaching them is always a challenge. What new methods can we have to reach the new customers? Thanks Robert
Re: Email marketing - Email marketing is one area I have never taken serious! The personal experience of SPAM really make me de taste that marketing medium. Any positive application model, drop in the comment?
Re: Email marketing strategy - Email Marketing is successful only when you get a good list of targeted people. However, some people consider it as spam. It can work wonders for you if you have selected the appropriate list of people.


Share this article with your friends. Fund someone's dream.

Leave a comment below or share on the left and you'll help support entrepreneurs in Africa through our partnership with Kiva. Over $50,000 raised and counting - Please keep sharing! Learn more.

Newsletter

Get advice & tips from famous business
owners, new articles by entrepreneur
experts, my latest website updates, &
special sneak peaks at what's to come!

Name:
Email:

Popular Articles

How to Ask for a Flexible Work Arrangement

What is Discretionary Cash Flow

Convening a focus group for a niche product

Suggestions

Email us your ideas on how to make our
website more valuable! Thank you Sharon
from Toronto Salsa Lessons / Classes for
your suggestions to make the newsletter
look like the website and profile younger
entrepreneurs like Jennifer Lopez.