These days, most business communication is done by email. As such, workers are spending a large chunk of their day reading and writing emails. Though it is a universal and popular medium to use, that doesn’t necessarily mean it’s always being used right, and careless mistakes can lead to very serious consequences. Just like companies use performance review software to take charge of their organization’s talent management practices, in order to avoid any unnecessary disasters, there are some of the important rules and pitfalls to consider before sending off an email in a business setting.
Most Common Mistakes:
No subject line
You’re busy, the person you are emailing is busy. The subject line is important as it gives a quick overview as to what you will be addressing in your email. If you omit a subject line, chances are much higher that people will skip over your email as there is nothing indicating that you have anything crucial to say.
Non-descript subject line
Though some people may include a subject line, it may be irrelevant to the content of the email. Avoid writing things like “Hello :)” and be as clear and concise as possible as to the reason for your email.
Spelling and grammar mistakes
No matter how short or how long your email is, proof-read before sending anything off. Improper spelling, grammar and punctuation can be confusing and are sure to leave a bad impression.
Sending e-mail to the wrong person
Always double-check the recipient that you are sending the message to is the intended one. Today’s email programs make sending emails very easy. So easy in fact that that when you start typing the address of your intended recipient, the field will fill out the name for you, but it could be the wrong Tom or Jane so be careful.
Forwarding a message without permission
Whether it’s laziness or just plain carelessness, forwarding a message without the original sender’s consent could be infringing copyright laws. Make sure to ask the person’s permission to forward it and indicate who you will be forwarding to.
Tips For Proper Business E-Mail Etiquette:
Personalize your message to the recipient
Begin your email with a proper greeting (i.e. “Dear” , “Hello”, “Hi” Mr, Mrs. so-and-so). It is polite and helps personalize the email so that the recipient feels you are writing to them directly and not just sending off some generic message.
Reply to your emails
Grant people the same courtesy you expect when you send off an email by replying. There is nothing more annoying than having to wait around for someone to get back to you so the more prompt you are in your response the more prompt others will be to respond to you.
Make sure to address all questions
When you receive an email, make sure you read it carefully and address all the questions the sender has asked you. You can address each issue in point form to make it easy and clear to read.
Have a signature
In order to facilitate people’s ability to easily contact you, have a signature that includes your full name, your position, the company you work for, as well as phone numbers and email addresses where you can be reached. You can set your signature to appear automatically by using Microsoft Outlook. Open Outlook and go into Tools, then Options. Next go into Mail Format and then Signatures. From there just fill in the information and you have yourself a signature.
Have an e-mail confidentiality footer
Because e-mails act as a form of company records, it is important to make them official and protect yourself as well as the company if any legal matters are ever to come up. You can use this link in order to choose the confidentiality footer that best suits your needs.
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