E-Mail Etiquette 101: Be Professional!
- December 02, 2008
- by Collateral Staff
[caption id="attachment_237" align="alignleft" width="250" caption="Don't forget to be professional when you communicate via e-mail."][/caption]
Though e-mail actually predates the internet, modern e-mail really came into existence as a popular means of communication in the mid-1990s with the rise of internet service providers such as AOL. While many people can no longer imagine life without e-mail, others are just starting to embrace this electronic form of communication. Whether someone has been using e-mail for 13 days or 13 years, everyone can use a refresher on e-mail etiquette.
[email protected]
Quite frankly, first impressions are everything. Use this to your advantage by making your email address something simple and appropriate, such as your first initial and last name. Not only is it professional, but you don't have to be embarrassed to tell someone your email address is [email protected] (even if you are a sexxyhotmama4ever, keep that email address for personal use only). If you are creating an email account for your business, be sure to put the name of your business in your email address.
Subject: E-Mail Etiquette
Make the most of your subject line. Think of it as a newspaper headline - make it direct, informative, and to the point. Try to stay away from declaratives such as "IMPORTANT!" or "URGENT!" unless the message really is absolutely vital. Remember the story of the boy who cried wolf - if everything you send is labeled important, nothing will stand out as being important.
Keep It Short and Sweet
People tend to scan their e-mail, not read it. Try to keep your messages short and to the point. If you need to discuss multiple issues, put them into a list format. It is easier for the recipient to tell when one point begins and the other ends, and also makes it easier for the recipient to respond in an organized manner. If you don't have the time to read a lengthy e-mail, chances are the person to whom you are sending an e-mail won't either. Try to get your point across to the reader in ten seconds or less.
Signed with a KYSS
Everyone needs to have a signature block at the end of their e-mails. Make sure your e-mails are signed with a KYSS: Keep Your Signature Simple. This signature block should consist of the following:
NAME
COMPANY NAME
ADDRESS
CITY, STATE, ZIP
PHONE
FAX
EMAIL
WEBSITE
A signature block should be professional, informative, and appropriate. Stay away from fun colors or fonts.
WHY ARE YOU YELLING?
The Caps Lock button. Overuse of this button is the bane of e-mail. On the rare occasion you need to type in all capital letters, press the Caps Lock button. Otherwise? Stay away from the Caps Lock button and excessive use of capital letters as a general rule of thumb. Not only are capital letters harder to read, they also are used in the electronic world to signify shouting. UNLESS YOU WANT TO APPEAR ANGRY AT SOMEONE, DO NOT TYPE IN ALL CAPS. The opposite of typing in all caps is not using any capital letters. Unless you are ee cummings, not using any capitalization simply looks lazy.
Omg! r u 4 realz, lol!
Similar to excessive use of the Caps Lock key is under usage of appropriate spelling and grammar. While it is tempting to take shortcuts with spelling and punctuation when writing a quick e-mail, don't. The recipient of an e-mail won't want to spend the time figuring out that ROFL means "Rolling On Floor Laughing," nor will they want to read heavily abbreviated messages. While it is okay to use contractions and appropriate business abbreviations (such as FYI or etc.), stay away from too much Internet slang. u wont b t8ken srsly if u r 2 la-z 2 t8k da time 2 rite, kthxbai.
:-P O:-) B-)
It's amazing how creative people can get with creating smiley faces out of simple text characters. However cute and charming you might find these smiley faces, or "emoticons," do not use them in professional correspondence. Though e-mail can feel less formal than other forms of communication, it does not give you creative license when dealing with professional relationships.
FWD: THIS IS THE FUNNIEST THING YOU WILL EVER SEE!
I get it. Pictures of upside down dogs are funny. Forwarding those pictures on to everyone in your address book is not. While you may have a few close friends or relatives that will appreciate forwarded e-mails, many people view them as an annoyance that clutters up their inbox. Resist from sending forwards to business associates - you don't want to risk alienating someone who may not have the same religous or political views or sense of humor as you do.
