Proper Etiquette for Business E-Mails

E-mail is central to the American workforce. From law to finance to graphic design, it represents the primary mode of communication for most businesses, both internally and externally.

Business E-Mails Are Permanent

It’s natural for workers to adapt their e-mail style depending on how well they know the recipient, yet it’s vital to remember that electronic communications are permanent. Once something is sent and received, it can’t be taken back.

Additionally, most employers have policies which permit them to monitor all e-mail at work. They may also be required to produce past e-mails for legal matters. Professionals who take a cavalier approach to e-mail communication can end up in troubling situations, especially when e-mails are read by individuals who aren’t intended to receive them.

Business E-mails Reflect a Company Brand

They way professionals communicate over e-mail is a reflection of the company’s brand and corporate culture. Businesses that want to be taken seriously need to communicate in a serious manner. This doesn’t mean all e-mails need to be stiff. Individuals can let their personalities shine through as they would in person. However, it’s important to remember that tone and auditory cues don’t always come across as intended once written down.

Tips for Sending E-Mails at Work

The following tips will help professionals ensure their e-mail messages are interpreted as they are intended:

• Mechanics: Double check all grammar and spelling prior to sending. Don’t use office jargon outside of the office if it’s not public knowledge. Also be wary of using all caps. The style can be perceived as yelling.
• Formatting: Use short paragraphs and bullet points so it’s easy for the recipient to scan and read. Thoughts should be summarized in a concise manner.
• Timeliness: Respond to all communications in a timely manner, within a day or two if possible. If an e-mail has been received yet requires a lengthy response, send an acknowledgment that the e-mail has been received and provide a date when a full response is expected. Be sure to address all questions or action items mentioned in each e-mail communication.
• Personalize: Personalize each communication. First names are appropriate if that’s how one would communicate in person. Template e-mails are acceptable for frequently asked questions/comments or promotions.
• Multimedia: Use a zip file or an online service like YouSendIt.com to send large attachments. This will help ensure the message isn’t blocked by firewalls or SPAM filters. When possible, provide links to social media sites with video or images, rather than sending embedding them in an e-mail.
• Priority: In order to avoid a “boy who cries wolf” scenario, avoid using the high priority feature unless the e-mail has content that truly warrants it.
• Phone/In Person: If a complex issue can’t be described easily or concisely via e-mail, send a short e-mail with a description of the issue along with a time for a follow-up call or in-person meeting.
• Signature: Create a standard e-mail signature that offers additional contact information, such as a phone number, website, mailing address, fax and social media networks.
• Junk/Jokes: Avoid sending chain e-mails, jokes and other personal communications that aren’t relevant to the business or may be considered offensive by anyone in the office.

Employers expect their staffs to understand proper etiquette for business e-mails. Following the aforementioned tips will help ensure e-mail communication is effective and efficient.