E-mail rules the business communications roost. It’s fast, efficient, mobile and less intrusive than phoning. It’s also rife with inane blather, embarrassing choices and other e-foolishness that makes senders look stupid. In the nanosecond of an erroneous or unthinking click, an e-mail can cause embarrassing, albeit unintended problems for you and your business.
These tips can help you avoid common pitfalls:
1. Keep your e-mails short and easy to grasp. Office e-mail has a specific business purpose – to spur action, communicate facts or get a response, for example.
2. Compose a dynamic subject line. Describe what you need in the subject line, then expand on it (but don’t repeat it) in the body of your message.
3. Check your spelling. Sure, spelling spaz-outs are widely tolerated, but e-mails get forwarded to clients, prospects, employees and partners, so try to look smart, not sloppy. Built-in spell checkers are quick and easy to use, so put them to work.
4. Think before you click. Temper and tone more than matter – they are absolutely vital. Recalling an e-mail is possible, but unlikely, so craft what you say or forward carefully – including the list of people you send it to. And remember that e-mail is not private.
5. Be courteous, businesslike and responsible. Make replies timely; use an automated “out of office response” when you are away. And don’t mix personal e-mail with business e-mail.
6. Develop and use e-mail templates for frequently used responses. There will be less chance for error, and they will look more professional.
7. When sending to a group, don’t show everyone’s name and e-mail in the “To” field. Either use an e-mail program that lets you create groups, so recipients only see the group name, or use the bcc field.
8. Do not write in capitals, and avoid the overused URGENT and IMPORTANT. Anticipate and answer questions to avoid having to exchange further e-mails.
9. If you are sending attachments, don’t forget to attach them.
10. Implement e-mail etiquette rules for your business. You’ll boost efficiency, protect your business from liability and make everyone look more professional.
Resources to help you further develop your business e-mail etiquette include e-mailreplies.com and e-mailaddresses.com, as well as “The Elements of E-mail Style,” an excellent and inexpensive little handbook by David Angell and Brent Heslop.
Daniel Kehrer can be reached at editor@business.com.
