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Archive for the ‘Email’ Category

Email is a quick and convenient way of correspondence, but without the proper etiquette it can be interpeted incorrectly and/or reflect poorly on your business. Applying some basic formatting rules and etiquette you can be sure that your emails will represent you and your company in the best possible light.

• Do not disclose email addresses of other recipients unless there is a need to do so, and when necessary add the secondary recipients to the CC: field
• Address the recipient propely, as you would a mailed letter
• Do not use all capital letters, as that is known as shouting, an expression of anger
• Allow your words to adequately convey your tone, avoiding excessive bold, itallic, underline, capital letters and excessive punctuation
• Check your spelling and grammar
• Include your company logo and contact information without distracting background images
• Do not use an old email from an unrelated topic to start a new topic – and keep your replies to an existing topic within the same email thread for easy reference
• Use an appropriate subject line
• Do not use email to deliver bad news
• Zip up large files and advise the recipient of your intention to send the same
• Do not forward private messages to others, this is taken as ‘talking behind ones back’
• Make sure your email address is set up properly in your email program so it displays properly
• Avoid over use of the return receipt feature
• Avoid the use of acronyms and smilies
• If you are unable to respond to an email in a timely manner quickly respond and let the recipient know that you received their email and you’ll respond as quickly as possible.
• Remember that your email is an extension of your business

The first step in proper email etiquette is to protect the email addresses of those that you send email to.  This means not sending email to a large group of people in a fashion that each person can see the other’s email. You can achieve this anonymity by utilizing the BCC: field of the emails that you send out.

By addressing the email To: field to yourself and putting all of the recipient’s email addresses in the BCC: field the only email address that each person sees is yours and theirs. You can either manually address each email with your address in the To: field or you can create a contact in your address book, storing your address and naming it “friends”, “undisclosed recipient” or something similar.

The need for email privacy is becoming more and more prevelant with the increased spam.