Email has become an essential communication tool in today’s business world, so it is important to practice proper email etiquette. While a lot of people understand the importance of following certain rules when writing a business letter, they often forget these rules when composing a business email message. Here's a refresher:
• Mind Your Manners: Think of the basic rules you learned growing up, like saying please and thank you. Address people you don't know as Mr., Mrs., or Dr. Only address someone by first name if they imply it's okay to do so.
• Watch Your Tone: Merriam-Webster defines tone as an "accent or inflection expressive of a mood or emotion." It is very difficult to express tone in writing. You want to come across as respectful, friendly, and approachable. You don't want to sound curt or demanding.
• Be Concise: Get to the point of your email as quickly as possible, but don't leave out important details that will help your recipient answer your query.
• Be Professional: Avoid uncommon acronyms and abbreviations; you want to inform not confuse. Don't use emoticons (those little smiley faces). Don't use a cute or suggestive email address for business communications.
• Use Correct Spelling and Proper Grammar: Use a dictionary or a spell checker — whichever works better for you. You can write in a conversational tone (contractions are okay), but you should still pay attention to basic rules of grammar.
• Ask Before You Send an Attachment: Because of computer viruses, many people won't open attachments unless they know the sender. Even that can be a mistake because many viruses come disguised in email messages from someone you know. Before sending an attachment, contact the recipient and give them a “heads up.”
• Wait to Fill in the "TO" Email Address: It is a good practice not to fill in the “TO” email address until you are completely through proofing your email. Once you have carefully proofread your email, add the recipient’s email addres. This will keep you from accidentally sending an email prematurely.
