These days, companies provide their employees with e-mail accounts, making correspondence quicker and much more convenient—you no longer have to print out letters, address envelopes, and wait days for a response. But just because your business contact is a few clicks away, it doesn’t give you an excuse to be sloppy.Even Peggy Post, a descendant of manners maven Emily Post, had a few words to say about business e-mail in her book Emily Post’s Essentials: Everyday Etiquette. “They should be succinct and professional; check for correct grammar and spelling, as well as neatness.” Here are a few more detailed rules to take note of:
1. RECIPIENTS
Use the “BCC” (blind carbon copy) field when sending e-mails to people who aren’t acquainted—this is to protect their privacy. Use the “CC” (carbon copy) line when you’d like to let someone in on a discussion without expecting a reply from him or her.
2. SUBJECT FIELD
When it comes to the subject line, shorter isn’t necessarily better—recipients might treat e-mails with vague subject lines as spam. Try to be precise—putting key words that clue the reader in on the content—while keeping it succinct.
3. PRIORITY
Don’t be the girl who cried “Urgent.” If you always mark your emails as “High Priority” or type “Urgent!” in the subject line, your regular recipients will eventually catch on. “If you overuse the high priority option, it will lose its function when you really need it,” states the website E-mailReplies.com.
4. SALUTATION
In The Everything Etiquette Book, author and etiquette consultant Leah Ingram says, “Do not neglect to address someone as Mr. or Ms. the first time you contact him or her by e-mail.” It’s important to maintain a level of formality at the beginning of a business relationship.
Read these articles for more tips on professional interaction:
- 5 Tips for Effective and Professional Online Interaction
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- E-mail etiquette: Eight tips for writing better e-mails
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(First published in Marie Claire Philippines, You First section as “Netiquette from Top to Bottom” in April 2007; photo from Confessions of a Shopaholic courtesy of Touchstone Pictures; adapted for use in Female Network)
5. BODY “People don’t have time to read pages of material on a screen,” says Lynda Goldman in her article “First E-Impressions.” She recommends keeping the body of your e-mail to screen length. Do not type in ALL CAPS, as this is equivalent to shouting online. Conversely, don’t type in all lowercase either, she adds. This is too casual for business correspondence.
In the age of texting—and in a nation of texters—it might be tempting to type in shortcuts and abbreviations. But, when it comes to business e-mail, do away with the “BTWs”—you have a whole keyboard in front of you and two free hands. Use them. Maintain your level of professionalism by doing away with emoticons.
Before sending e-mail, remember to proofread. “Computer spell check programs aren’t always 100 percent perfect,” explains Ingram. “Proofreading an e-mail after you’ve spell-checked it is always a must and will allow you to pick up on any mistakes that the spell check program may have missed.” Besides, spell check often doesn’t recognize non-Western names.
6. SIGNATURE
At the end of your e-mail, place your full name, mailing address, and return e-mail address. You should also avoid over-personalizing this by adding things like quotes or photos (unless it's your company's logos). Animated GIFs of fairies peeking out of flowers at the bottom of your e-mails only make you seem less professional.
7. ATTACHMENTS
E-mail account capacity limits vary from company to company. It may be easy for you to attach a 4MB file, but this could clog up your recipient’s inbox. It is considerate and respectful to ask the recipient if sending large files to their e-mail account is okay and if he or she has the appropriate program to open it.” If your recipient’s e-mail can’t accept large files, or if his or her computer doesn't have the software necessary to access the attachment, send it in another way—perhaps a printout or a CD.
WARNING: Thinking of using your personal web-based e-mail account to send large, work-related files? Think again. While companies normally have stringent security measures to protect company e-mail, messages sent via web-based accounts are often beyond their control—and can be fair game for hackers. If the information you’re sending is sensitive, stick to your work account.
8. REPLIES
Most experts recommend replying to e-mail within 24 hours. If you’re too swamped to send a detailed reply to an inquiry, for example, just send a quick note acknowledging that you received the e-mail and that you will get back to the senderas soon as possible.
(Photo from You've Got Mail courtesy of Touchstone Pictures)
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