Communicating through email is an efficient, economical and fast way to get your message out to many people in Raleigh, NC and beyond. Whether you are sending a personal or professional email, it is always important to follow some basic guidelines. Have you ever gotten an email where most of the message or the entire message is in the subject line? How about receiving several emails from someone within minutes with several different questions? Emails like this can be annoying, so be sure that you are doing all that you can to make sure your emails are informative, concise and well thought out.
Here are some tips to help you stay email friendly:
Be concise and to the point Do not make an e-mail longer than it needs to be. A long e-mail can be very discouraging to read and your main points could be lost in the verbiage.
Answer swiftly People 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 sender’s mind at rest.
Do not write in all CAPITALS IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. This can be really annoying and might trigger an unwanted response in the form of a “nastygram” email. Therefore, try not to send any email text in capitals. Exclamation points should be included as well.
Take care with abbreviations and emoticons In business emails, try not to use texting abbreviations such as BTW (by the way) and LOL (laugh out loud). The recipient might not be aware of the meanings of the abbreviations and in business emails these are generally not appropriate. The same goes for emoticons, such as the smiley :-). If you are not sure whether your recipient knows what it means, it is better not to use it.
Do not forward chain letters We can safely say that all of them are hoaxes. Just delete the letters as soon as you receive them. You may verify the authenticity of an emial with snopes.
Think out your message Make sure that your email has a brief subject and complete body. Consider all questions that may pertain to the subject before your hit the send button. Sending multiple emails with question after question is counterproductive for you and the receiver.
Thank you for reading etiquette tip of the day. Please come back tomorrow for more etiquette tips on a variety of topics.