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Business Email Etiquette – What you should know BEFORE you hit Send

Written by: Tammy Finch

Article Overview: Tips on email for business associates

Business Email Etiquette – What you should know BEFORE you hit Send

Email has become one of the most standard methods of business communication. It is a powerful tool that can increase productivity, when used efficiently. It is important to be able to write an email that can produce results in a short amount of time. Therefore, in order to maintain a professional image, as well as create action oriented emails, it is important to understand the “rules” of email etiquette.
Business email etiquette rules:

• Subject line: It is important to include a subject line in your email that states specifically what your email is regarding. Never label your email as “urgent” unless it truly is.
• Be professional: While it is okay to include a little bit of personal contact, such as “have a nice day” or “hope your day is going great”, it is important to keep this type of communication to a minimum. Always maintain a professional image throughout your message.
• Open and close: Open your email with a proper salutation, such as “Dear Amanda” or “Hi Gary”. Close with your first name, if you know the person you are sending the email to, along with a signature that contains your full name and contact details.
• Pay attention to your tone: Many times, an email can be misinterpreted due to the words you use. It is very important to consider how the recipient could interpret your message. Never write an email when you are angry. Once you hit that send button, you cannot retrieve it.
• Be brief and concise: Get right to the point of your email. Be respectful of your recipient’s time.
• Learn email features: Be sure you understand how and when to use the CC or BCC features, as well as attachments, etc.
• Respond to emails promptly: Do not make people wait for your reply. Email communication is intended for a more productive work atmosphere, which means you need to do your part in responding as soon as possible.

While it is important to know how to write and send an email, it is important to understand when and when not to send an email. Listed below are some guidelines to consider before sending out an email.
Do not use email for:

• Things that may need immediate attention- You should never use email if you are expecting action right away, such as an unexpected meeting. Your email may not be seen by the time the meeting starts. You should call instead.
• Things that require an in-depth discussion- If an email will generate four or more replies, you should schedule a meeting or phone call to discuss the situation.
• Anything that has any negativity- The email could get to the wrong address. This could reflect badly on you. Remember that anything you send through email can be printed and used against you.
• Communication with people who rarely use email – These people do not check their emails on a daily basis and whatever you sent may not be seen for weeks or even months.
• Communication that requires body language or facial expression to interpret- This could cause misinterpretation of the entire message and cause hurt feelings.

Taking the time to consider the above tips for email etiquette can help you maintain a professional image, which reflects on your and your company. It is a good idea to consider these tips for any personal emails you may send, as well. Just remember to use your common sense and review your email BEFORE you hit send. Once it is sent, there is no turning back!

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Article Tags: amount of time, attachments, bcc, belo, business communication, contact details, email, little bit, nice day, personal contact, productive work, productivity, professional image, proper salutation, recipient, reply, signature, subject line, type of communication, work atmosphere



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