Business Email Etiquette Basics

Business Email Etiquette Basics

“There are four ways, and only four ways, in which we have contact with the world. We are evaluated and classified by these four contacts: what we do, how we look, what we say, and how we say it.”-Dale Carnegie (1888-1955)

Major E-mail Etiquette Basics You Need to Know

 For commercial emails, below are the main business etiquette issues that should be considered while sending emails. For the best results, business owner’s employees and entrepreneurs need be aware of their day today online communication.

Professional behavior on the job:

When you are on duty, and sending non-business e-mails like jokes, chain letters in the company time to friends or other third parties, It may reflect your professionalism. While you are in the company time never assume that you have privacy when using company resources and equipment.

Subject:

The subject field is the window to your e-mail and can many times decide whether we have to open the particular e-mail or not. Make sure to have a short subject while you are putting a mail. Which indicates clearly about the topic of mail is. And one thing is to remember that typos, all caps or all small case can lead to an unprofessional impression.

Addressing:

The thing is that how do you address your new contacts? It is better to follow initially that you assume the high level of courtesy: Hello, Mr. Modi, Dr. Abdul Kalam. Until and unless you’re new contract states, “call me Kalam” or “you can call me Modi” and most business people do not mind being called by their by first names, however, in a global economy that can be perceived as taking premature liberties in the relationship.

To:, From:, BCc, Cc fields can make or break you: 

  • Only use Cc: when it is important for those you Cc: to know about the contents of the email.
  • Don’t use return receipt (RR) on every single email. It may be viewed as annoying and can be declined by another side.
  • Include address in the To Field: for those who would like to be a response from
  • Include an address in Cc: field for those who you are just FYI’ing.
  • Make sure your name should be displayed properly in the form: field.
  • Remove address from the To:, BCc:, Cc:, fields that do not need to see your reply.
  • Always include a brief subject
  • Think about your motives when addressing to To:, bcc:, Cc: Use your discretion.
  • Never expose your friends or contacts email address to strangers by listing them all in the To:, BCc, Cc:

Keep it short and get to the point

The long email is a thing of the past. Write concisely, with lots of white space, so as to not overwhelm the recipient. Make sure when you look at what you’re sending it doesn’t look like a burden to read – feel free to use bullet points. The person reading your e-mail should not have to dig through several paragraphs in order to figure out what you’re asking. You should state the purpose of the e-mail within the first two sentences. Be clear, and be up front

Always include a signature.

You never want someone to have to look up how to get in touch with you. If you’re social media savvy, include all of your social media information in your signature as well. Your email signature is a great way to let people know more about you, especially when your e-mail address does not include your full name or company.

Only use an auto-responded when necessary.

An automatic response that says, “Thank you for your e-mail message. I will respond to you as soon as I can” is useless. Nevertheless, one thing these messages do the great thing is alert spammers that your e-mail is real and that they can add you to their spam list.

Must read articles:

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6 Email Etiquette Mistakes Even Smart People Make

 

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