Email Etiquette: 6 Smart Tips for Sending a Good Impression

By Rachel Wagner
August, 2009

Each time you hit the “send” key, your email communication is sending a message about you and gives an impression of your firm or organization to the receiver. Do your emails convey sloppiness and unprofessionalism, or do they express a positive impression of you and your company’s competence and credibility?

Here are six ways your business emails can help forge the most professional image of you and your firm to your clients, customers, and prospects or anyone else with whom you communicate via email for business.

1. Emails are for short communications. Stick to facts and data. Examples: Here’s the agenda for Friday’s staff meeting. When will the Smith proposal be finished? What media interviews have been arranged for client XYZ? If the topic is sensitive or emotional, or requires a lengthier discussion, it’s best to pick up the phone or have a face-to-face meeting instead. Another thing—email is never private. You never know who gets a forwarded or blind copy of any email you send.
2. Create a very specific subject line. I.e., Marketing Committee Agenda for September 8. This helps the recipient determine priority for opening emails in an out-of-control Inbox. In addition, it makes it easier for scanning if the email needs to be pulled up again for review.
3. Make the “call to action” clear and write it at the beginning of the content area. This allows the recipient to see early on what response is required without searching through the rest of a chatty email.
4. Ditch the chain letters, jokes and forwards. More than 80 percent of all professionals complain that colleagues send them too much email. Increase everyone’s productivity—including your own—by not sending junk emails.
5. Respond to an email by the end of the day if possible, and no longer than 24 hours. You don’t want to keep people hanging. If you don’t have the answer that’s needed, send a quick note back that you’re working on it.
6. Avoid being too casual with business emails. Other than quick back and forthing with a co-worker, always use a greeting such as Dear or Hello before the recipient’s name. Add a closing such as Best regards, Warmest regards, Cordially—or whatever fits the level of relationship you have with the recipient.

Don’t let careless email habits send the wrong impression of you and your firm. Implement these best practices to send the right message!

 

Rachel Wagner is a certified corporate etiquette and international protocol consultant and founder of the business etiquette firm, Rachel Wagner Etiquette and Protocol. She trains leadership teams on the topics of business and dining etiquette to polish their professional presence and the image of their company. Rachel is active with the American Society for Training and Development and the National Speaker’s Association. She is author of a popular e-zine, The Savvy Professional, and is frequently quoted in the media. She can be reached by phone at 918.970.4400 or by email at Rachel@EtiquetteTrainer.com. Website: www.EtiquetteTrainer.com.