Don’t use Capital letters
In e-speak this indicates shouting to the person receiving your email. Use it sparingly.
Use Blind Carbon Copy (BCC)
If you are sending a bulk email to many addresses always use this facility. This protects your receivers from receiving “junk mail” from others on the copy list. Some people don’t want their email address given to others.
Reply within 24 hours when possible
Email has assisted our global environment and people now more accessible and working longer hours. People expect a response within 24-48 hours.
Use “Out of Office” facility
If you are unable to respond to emails or you will be out of your office for a long period of time, leave an “out of office” auto responder on your email system. This helps you manage other’s expectations.
Don’t copy everyone on your email
Only send the email to the relevant people who will action it. If you have multiple people on an email distribution, list their name within the text of the email and what is required of them and by when. People will appreciate your direct approach and this will clearly communicate why you sent the email to them.
Create a signature
This signature could have your name, business name, contact details and website. You may also choose to include your favourite quote or one sentence about what your business does. This can be automatically set up within your system to be seen at the base of all emails you send.
Write and think in bullet points
Keep sentences short and to the point. Don’t use email to create long paragraphs or criticise people’s performance.
Always use a greeting
Take the time to greet your contact in email just like you do in person. Some people also like to use emotion icons eg. 🙂 – these can help add tone to your message.
Limit File size attachments
Be considerate with file sizes sent on email. If you subscribe to accounts with small storage facilities, ensure you empty the deleted files regularly to avoid ‘return errors’ to the sender.
Learn the functionality of email
Spend time finding out what facilities are available within your system to maximise your use of this excellent communication tool.
Master email etiquette and people will enjoy reading and responding to your emails.
