Email Etiquette

Email Etiquette As a marketer and a business owner, I get tons of email each day. In a time when so much of our business and communication is done over email, it still amazes me that some people have still not realized just how important email etiquette is.

 

Acknowledge an email.

Misuse of email lengthens a communication process that is designed to be instant and efficient. Sometimes I get email replies late, or not at all, or receive responses that do not actually answer the questions I’ve asked. When you receive an email from someone, reply within at least 24 hours, even if it’s only to let them know you got it or to say thanks. If you can’t get a response together in time, at least the sender will know you’re working on it.

 

Set up a signature.

I also receive emails from business people who do not have a signature that includes their contact information. This is one of my biggest pet peeves. It makes for more effort if I want to call them or mail them something. Make sure your signature (including your website address) is on your outgoing email messages so a recipient can get in touch with you if needed.

 

Be careful about tone.

Sometimes it is hard to pick up on the intended tone of an email. Jokes, sarcasm, and comments can often be misunderstood. Of course, NEVER WRITE IN ALL CAPS UNLESS YOU INTEND TO SHOUT! Senders tend to get upset when a recipient perceives the message in the wrong way. It’s best to avoid conflict over email. Some discussions are better left to phone or face-to-face conversation.

 

Protect your addressees.

Last, if you’re sending a mass email, don’t list all of the addresses in the To: field. When I see this, I know right away that all of those other people are getting the same blanket message as me. Also, you are giving my email address to everyone else on that list without my permission. Instead, use a mail merge function which allows you to send individual emails and address each recipient personally, or put all of the addresses in the BCC: field. Either way, you protect the information of those you are emailing.

 

The bottom line is if you have bad email etiquette, you risk frustrating people or being misunderstood. It’s best to adhere to email etiquette to build and maintain great business relationships. And remember, sometimes it’s just better to meet face-to-face!

 

Have any other thoughts on email etiquette? I’d love to hear them! Email me at april@fortheloveofmarketing.com.