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email etiquette

Email Etiquette

Let’s get back to the basics. In a world where keyboards have replaced the mighty pen, there’s still a place for email etiquette. Before you shoot off thousands of emails to your contacts or subscriber list, make sure you’re respecting their time, while representing your company with class.

Choose Your Subject Carefully to Avoid the Trash Pile

The subject of your email will make or break it, and determine whether or not someone will even open it, or discard it. Make your subject purposeful and relevant to the content you’re sharing and avoid clever marketing ploys, which will only irritate your reader. Avoid using all caps, all lowercase, and poor grammar. Your subject line makes the first impression.

Practice Professionalism in Your Correspondence

Work emails are supposed to be professional. Avoid sending offensive jokes or irrelevant emails to your colleagues. If you’re using business owned equipment, keep it mind your employer will frown upon the misuse of company time and supplies. Internal emails are a serious issue. If you want to be treated with respect from your coworkers, you must practice professionalism on the job whenever you correspond.

Addressing the Recipient

How do you address an individual you just met? While many people quickly assume a first name is suitable, it’s proper etiquette to wait until your new contact requests a first name basis, for example he might state “You can call me Joe.” In the beginning of all correspondence, email etiquette includes using a formal salutation.

Avoid Misspelling Names

It takes just a second to check your recipient’s name and spelling.

Use the Blind Copy Option When Necessary

If you’re sending a bulk email to recipients who do not know each other, it is common email etiquette to use the blind copy option in the address fields, so that you’re not sharing their name and private email addresses to the rest of your contacts.

Avoid Reply All

Have you ever been caught in a texting chain of messages, none of which matter to you? Reply all is the same thing. Unless you want everyone to read your message, be sure to carefully select the appropriate reply option and don’t send to everyone unless necessary.

Get to the Point

Successful email marketing is targeted and gets right down to business. Don’t waste your reader’s valuable time by beating around the bush to say what needs to be said. Short sentences and short paragraphs are easier to read, and much faster too. The less time a reader has to invest his time reading, the more time he can use making an important buying decision.

Don’t Over-punctuate

Over-punctuating your sentences makes them cumbersome to read. Although you may hope that your reader feels your excitement through multiple exclamation marks, if you choose the proper words and format your sentences correctly, very little punctuation is necessary.

Add Links

The main purpose of your email correspondence might be to gain more business and make a sale. Don’t forget the importance of adding links within the body of your email message. At the end of your message you should provide that call to action and also close your email with the necessary contact information.

Why Email Etiquette Matters

Email etiquette matters because people’s time is valuable. In addition, it can be difficult to allow your humor or intent to correctly flow through words alone. Establishing a set of email etiquette rules for yourself will help guide you in the process of communicating with your partners and colleagues in a positive manner that encourages loyalty.

From the beginning to the end of your email message, proper email etiquette ensures your work ethic and professionalism shine.

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About Chris Jenkin

Everyone knows how to post something on Facebook, tweet an image, and how to put a filter on an Instagram photo.