Email. It’s one of today’s most popular forms of communication. It’s easily one of the main reasons people use the Internet. And wouldn’t you agree it’s also one of the most time consuming parts of our day? Because it’s such a major part of our life I think it’s important to keep email etiquette top of mind. Here are a few simple yet important things to remember when emailing clients and colleagues:
1) Use the subject line
Be sure to state the purpose of your email in the subject line. This way the recipient of your email knows exactly what you’re referring to when they read the email. Also, if you are forwarding a message from another sender be sure to update the subject line so the newest recipient is aware of the subject matter and how it relates to them.
2) Keep your email brief
Try to answer the 5 W’s (who, what, where, why, when) when writing your email so you can get to the point sooner. But don’t be so cryptic that your recipient doesn’t know what you’re referring to. Also, try to keep each email to one subject whenever possible and state the reason for writing or call to action up front. If there isn’t one let them know the email is for informational purposes only.
3) Fill in your signature line
Be sure your signature line not only includes your name and company but your contact information, especially your phone number, web address and email address. Also be sure you have a complete signature line in your reply emails, not just a new email. A complete signature line ensures clients you are accessible.
4) Use your manners
Your email is a reflection of you. Address the person you’re writing to by name at the top of the email. Check your spelling, grammar, and punctuation. Don’t use all caps, it looks like you’re yelling. Don’t use all lowercase, it looks lazy. Say please and thank you.
5) Be aware of time
Email is not an instant message. If you need an immediate response try a phone call or text message. If you send an email be aware that it might take 24-48 hours to get a response. If you choose to follow-up to a previously sent email, forward the original message so your recipient has a reference point.
These are just a few pieces of popular email etiquette I’ve run across. If you have further suggestions I’d like to hear; please leave a comment below.
