I love email and can’t imagine working without it. I am always conscience about what I am writing, double checking my punctuation, and making sure that I am using proper grammar. I always remind myself that what I am writing is a reflection of my professionalism and my personality. I care a lot about how I come across to the people I am sending email to, no matter who the audience is!
I wanted to share this information I found on the web site www.emailreplies.com.
Why do you need email etiquette?
A company needs to implement etiquette rules for the following three reasons:
- Professionalism: by using proper email language your company will convey a professional image. ￼
- Efficiency: emails that get to the point are much more effective than poorly worded emails. ￼
- ￼Protection from liability: employee awareness of email risks will protect your company from costly law suits.
Be concise and to the point.
Do not make an e-mail longer than it needs to be. Remember that reading an e-mail is harder than reading printed communications and a long e-mail can be very discouraging to read.
Use proper spelling, grammar & punctuation.
This is not only important because improper spelling, grammar and punctuation give a bad impression of your company, it is also important for conveying the message properly. E-mails with no full stops or commas are difficult to read and can sometimes even change the meaning of the text. And, if your program has a spell checking option, why not use it?
Customers send an e-mail because they wish to receive a quick response. If they did not want a quick response they would send a letter or a fax. Therefore, each e-mail should be replied to within at least 24 hours, and preferably within the same working day. If the email is complicated, just send an email back saying that you have received it and that you will get back to them. This will put the customer’s mind at rest and usually customers will then be very patient!
Do not overuse the high priority option.
We all know the story of the boy who cried wolf. If you overuse the high priority option, it will lose its function when you really need it. Moreover, even if a mail has high priority, your message will come across as slightly aggressive if you flag it as ‘high priority’.
Do not write in CAPITALS.
IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. This can be highly annoying and might trigger an unwanted response in the form of a flame mail. Therefore, try not to send any email text in capitals.