Excellent Email etiquette

Excellent Email etiquette

 Many people use email as a primary way of communicating with friends, family, co-workers and others who are important to each of us for different reasons. You may be contacting someone about employment, a business venture, following up with customer service or emailing instead of using the telephone.

Personal emails sent between friends and family should be treated differently than professional email correspondence. Understand the audience you’re communicating with will determine how casual you can be.  Keep the reason for your email clear and concise, especially when using this medium to contact businesses and your co-workers. Forwarding emails to show perceived productivity is never a good idea.

Don’t turn business emails into a chat. If you go back and forth with the same person twice, pick up the phone or open a chat window. Email is admissible evidence in court. Do not write anything that you would be afraid to be released to the public

From a business perspective many of us have little or no experience as authors or writers. Those who write well are often pressed for time and tend to exclude information from the email enabling them to quickly proceed to the next task. As a result, emails are often sent  that exhibit poor use of grammar or punctuation; incorrect spelling; and incomplete, outdated, or conflicting information. There’s an expectation that emails are read, understood and action is taken based on the information contained in the email.

Emails are legal documents. An unedited email is not only a reflection of your professionalism, it can also be used against you in court. For example, if you were turning down a proposal and instead of saying you will not be accepting it, you said you will be accepting it (forgetting the not) — you could be held accountable. Everything that comes out of your computer is something that can come back to haunt you if you don’t take care and attention to really mean what you say and say what you mean.

In my next post, I’ll list some of my favorite email etiquette tips.

 

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