Recent days, most of our business/personal communications are through emails only.
So, some tips to keep minimum etiquette in email communications:
1. Use a meaningful subject line: Please remember that the subject line of an email should fully reflect what the email is about and provide context to why it was sent. You might be tempted to bypass this part of the e-mail, but just remember: everyone is in a hurry, including the recipient of your e-mail. That person will appreciate the clue the subject line provides as to the message content. It helps them prioritize and organize. Meaningless or misleading subject lines are probably the main reason why many business emails are never opened.
Kindly note proper subject line helps both the sender and the recipient to locate emails easily in case they need it for any reference in future. Particularly people engaged in purchases and sales activities:
2. Answer promptly: People send emails because they want quick responses – otherwise they’d write a letter or send a fax. Make sure you answer all emails within 24 hours at a minimum – preferably same business day. If you don’t know the answer or need more time to prepare, send an acknowledgment email with a time frame for full response – this will put the sender’s mind at ease.
3. Active vs passive voice: Try to use the active form of a verb rather than the passive. Example: ‘We will pass your offer on to the client today’, rather than ‘Your offer will be passed on to the client today’. The first is more personal and proactive – the latter is rather formal.
4. Never write in all CAPITALS: Generally considered to be very poor netiquette and something that beginners generally do. It’s also called SHOUTING, and considered rude.
5. Confidential information: Don’t use email to discuss confidential matters. Email is like a postcard – anyone can read them and you would hate to expose either yourself or your client.
6. Avoid long sentences: Keep sentences to a minimum of 15-20 words. Email is supposed to be a quick medium and requires a different writing style to long-hand letters. Also avoid long emails overall – if the receiver gets something that looks like an encyclopedia they may not even attempt to read it. Keep messages brief and to the point
7. Don't send very large attachments: You can’t assume the recipients of your email will all have a high-speed Internet connection and can easily receive your 10Mb attachment. People today are more likely to be receiving their email via a mobile device on the way to the airport.
8. Don't use e-mail to criticize others: E-mail is a terrific way to commend someone or praise them. It is not an appropriate medium for criticism. Chances are, you will simply offend the other person, and they will miss your point. These kinds of conversations are usually better handled face-to-face or, if necessary, over the phone. Especially, don’t use e-mail to criticize a third party. E-mail messages live forever. They are easily forwarded. You can create a firestorm of conflict if you are not careful.
9. Don't over-punctuate: Adding multiple punctuation marks, such as ???? or !!!! after a sentence makes it seem as though you are shouting or frustrated with the recipient. Use normal punctuation rules.
10. Keep the symbols to a minimum: Using "smiles" is a trendy way to communicate mood and meaning. But do you know the difference between a sarcastic smile and a mischievous one? And even if you're sure you do, can you be sure your recipient does? It's easy to see the potential to unintentionally offend someone using these symbols. Avoid using them.
11. Keep abbreviations to a minimum: You may know what is IMHO (in my humble opinion), FWIW (for what it's worth), ROTFL (rolling on the floor laughing) etc., But it may frustrate, irritate and confuse the recipients in case they do not know about it.
So please do not assume your email recipients will be familiar with abbreviation.
Finally.......
12. Read your emails before sending them!: It’s imperative you take the extra few seconds out of your day to read your emails before sending them. You will be able to avoid most mistakes in grammar and spelling and by reading it through the eyes of the receiver you should be able to head off any misunderstandings or inappropriate comments.
Ignoring basic rules may show disrespect for the recipient. Don't let informality and spoil the recipient's opinion of you.
CAclubindia
