In today’s business world emailing has become the preferred way to communicate.
Emailing allows businesses a quick way to send messages to clients and colleagues, without the hassle of posting or faxing like days gone by. However, when sending emails the business letter writing rules and etiquette are as important, if not more so, than in the past. Speed can mean quantity – but quality is more professional.
So remember these tips to ensure the correct etiquette next time you are writing an email, because every letter should count:
- Use a descriptive and meaningful subject line
With little time and many emails recipients will often determine your email and it’s important by just reading the subject line.
Make sure to choose a subject line that is short and precise.
- Always start your message with a greeting
Would you start a conversation without first introducing or greeting the other person – probably not! Therefore all email messages should start with warm and proper greeting.
Determine the level of professionalism to use and adjust the greeting accordingly, for example “Good Morning ”/ “Dear” is a more formal approach to “Hi” or “Hey”.
- Write Clear and Concise Messages
Stick to the main subject when writing an email message and avoid going off on tangents about other unrelated topics.
Always proofread email messages for grammatical errors and clarity before hitting the send button.
- Avoid Using Emoticons and Sending Inappropriate Jokes
Emoticons (J) are often used in casual instant messages and really go against the rules for business email etiquette. Emoticons are especially unprofessional when communicating with a manager or company executive.
Resist the urge to send forwards and inappropriate jokes to clients and colleagues. What’s funny to you may be offensive to others.
- Don’t Use CAPS inappropriately
Be very careful when using CAPS in an email, as it can come across as though you are shouting the words at the reader.
If you wish to emphasis or draw attention to words use Bold or underlining
- Use Signatures to finish
Include a closing line at the end of each email such as “Thank You,” “Sincerely” or “Warm Regards.” And then include your name.
Email signatures often include the business logo, a link to the company website and contact information such as a phone number, email address or links to the company’s social media profiles.
With the most important tip being:
Never write a letter while you are angry. ~ Chinese Proverb
If you do – make sure to save as a draft and then delete it and start again.