E-MAIL ETIQUETTE - WHAT YOU NEED TO KNOW
By Wendy Oliveras on Sunday, October 25 2009
In this age of globalization and high technology, we have been provided with a plethora of communication choices that appeals to the personal and professional aspects of our lives. These useful methods clearly feed our need to obtain faster and easier ways to reach out to one another. As a result of such conveniences and with respect to business e-mail etiquette, we should heed how and what we write. E-mails, by their mere nature, promote a sense of casualness in writing, and one can lose sight of what is and what is not acceptable. The fundamental rule is that business e-mail communications require professionalism and common courtesy.
There are a few business e-mail tips that I would like to pass on to you as described below. Do not assume that because you are writing an e-mail that it justifies informality. Use your discretion and ask yourself: Are you writing to a new contact or are you communicating with someone whom you already have a cultivated relationship? Regardless, be careful in the tone and format of your e-mails.
Subject Line: Use short subjects to depict the topic of your emails. Typos, small case and all caps can appear like spam mail, so use words and letters accordingly.
Intros and Sign offs: Use common courtesy in your introductions and sign offs. A simple Hello, Hi, Good Morning, Good Afternoon, and Thank You, Sincerely, or Best Regards indicates professionalism. Basically, always use a salutation and a sign off with every e-mail.
Addressing your Contact: In addressing a new contact, use a courteous introduction such as “Dear Mr.…;” “Dear Ms…;” or “Hello Mr. Smith.” If your contact person replies that you should call him/her by their first name, follow that suggestion. As your e-mail continues with this individual, begin to notice the direction of the tone of the e-mail, i.e., a more relaxed tone or a more formal tone. (Note that most business people do not mind being called by their first name, but in some foreign countries, be careful not to come off as being presumptuous.)
Formatting: Since we have the insistent problem of spam mail, keep your format basic. I suggest Times Roman or Arial 10, 11, or 12. Try to refrain from using unusual fonts or embedded images which can increase your chances of getting your e-mail blocked by spam filters. Keep it simple.
Context: Spell checking is critical and grammar and sentence structure is just as imperative. Do not forget to double check your e-mail before you press the “send” button.
Attachments: Never send attachments (small or large) or anything else that your contact person has not specifically requested. Also, do not assume that the recipient of your e-mail has a particular software program that your attachment is created from. If you have a large file or some other attachment that you wish to send over, try and obtain his/her permission first. This is expected in proper business e-mail courtesy.
Overwriting E-mails: Always start e-mails from scratch. Do not take a previous e-mail from the person you want to write to and hit reply and start typing about something completely different than what is in the old e-mail’s subject. This is a quick way to give the impression that you are simply lazy.
Editing/Do not Top Post: To avoid any misunderstandings, do not remove parts of your previous e-mail that do not have anything to do with your reply. This is considered “top posting”. Do not just hit the reply button and start typing. Simply write point by point.
Signatures: 5-6 lines are considered acceptable. Limit your signature to your website link, company name, slogan/offer, or telephone number. If you put too much in your signature file, you can appear to be self-centered. Again, keep it simple.
Remember that you have one chance to make a good first impression. Business e-mails are invaluable tools that, if used properly, can lead to building confidence and trust. Unprofessional e-mails, however, can damage your chances of an opportunity. The goal is to represent an image of someone your contact person can feel at ease, as well as a pleasure to do business with.
Wendy Oliveras is a columnist, author, search consultant, and career planning and development advisor. She can be reached at either (201) 947-6662 or via email wo@oliverascoinc.com. Please also visit her at http://www.twitter.com/wendyoliveras or http://www.linkedin/in/wendyoliveras.
To view Wendy’s previous articles, please visit http://www.examiner.com/x-22670-NY-Search-Consultant-Examiner. Thanks.
