Apr 4, 2018
Business Email Etiquette You Need to Know
Proper GreetingEmails should start with a proper greeting, much like a face-to-face conversation such as “Hello,” “Good Day.” including recipient’s name. And ends with lines such as “Thank you,” or “Thanks” then your name.
Concise and ClearBe sure to include a relevant subject line. Avoid long messages, but provide just enough details to make it clear.
Positive ToneMaintain a positive tone in your email communications. The tone is easy to misinterpret without the context you would get from facial expressions and vocal cues.
Cautious ReplyAll of us doesn’t want to send an email accidentally. As Pachter says. “Even when you are replying to a message, it’s a good precaution to delete the recipient’s address and insert it only when you are sure the message is ready to be sent.”
Proofread Before SendingBetter to proofread your message once you’re done composing it to check that your message is free of spelling and grammatical errors Once you hit ‘Send’, this can’t be undone.
Text Formatting LimitKeep it simple. Stick to system default fonts such as Arial, Times New Roman, Calibri or Verdana, which virtually all users have.
Email SignatureKeep in mind that ‘less is more’. Many people create signatures with lots of contact information. Include only your preferred contact info.
Don’t type in All CapsWriting in ALL CAPITALS can come across as shouting or yelling. Your recipient may think that you’re upset. Also, this will be much more difficult to read.
State Attached FilesThis will help your recipients know what to expect. Never attach a file without mentioning it in the body of your email.
Use a Basic Email AddressAs Pachter says, “You should always have an email address that conveys your name so that the recipient knows exactly who is sending the email.”
Be Courteous and PoliteWhile emails are less formal than written letters, using informal language can seem very unprofessional.
Don’t Use Profane WordsUsing profanity is extremely unprofessional. The words you choose and how you choose to use them can be directly correlated to how you run your business.
Be Cautious and DiscreetKeep in mind that your company may read your email.
Check Your RecipientsEnsure your reply email is addressing the right person.
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