10 Tips on How to Handle Emails Properly

Posted: April 15, 2011 in Business-related

Technology-driven communication facilities demand the observance of proper etiquette in much the same way as face-to-face conversation for one to be effective in building relationship and creating business opportunities particularly through online communication such as emails. This is appropriately called Netiquette.

Here are some useful tips on how to handle emails properly.

1. Check your e-mail policy.

Company policies usually include do’s and don’ts in communicating through email. Professionalism is best manifested in the consistent observance of simple day-to-day email communication rules.

2. Maintain brevity and keep your message to the point.

Some spend too much of their time composing and polishing their lengthy emails. Long messages should be avoided. Be brief and readable by deleting words that add nothing to your message.

3. Observe high business correspondence standards.

Always be careful with the following: grammar spelling, punctuation, proper jargon and abbreviation. Use text font that is easy to read and looks professional. Never use all uppercase and all lowercase. Do not use fancy fonts (or emoticons) that will turn away your readers from your message (e.g. using red fonts, colored background, smileys). Make sure you use plain descriptive words in indicating your subject.

4. Show courtesy at all times.

Always end your emails with “Thank you”, or any courteous closing remarks. Be careful in choosing your language all the time. Avoid using offensive comments, untruthful statements that would provoke online fights. Never be rude. Do not write anything that you might regret later on.

5. Use the courtesy and blind copies (cc and bcc) sparingly.

Use bcc when sending to a large distribution list so recipients won’t see others’ email addresses; some people want to keep their address private. Copy only people who are directly involved in your message and send group email only if it is useful to every recipient.

Use the reply-to-all button sparingly. Think twice who should be your recipients. Before you CC anyone, rethink if they should be included in the mailing list. Some people gets annoyed when they receive a message containing “Me, too!” So, the next time you push the send button, be very careful. 

6. Use a signature that bears your contact information.

This is important particularly if the recipient would want to communicate with you through other means like phone call, for example. To make sure that people know who you are, put at the end of your email your name, position title, unit, and telephone number.

7. Use greetings appropriate to the level of your addressee.

Your relationship with the e-mail recipient will determine the greetings or language appropriate to your addressee. Communicate as if your email will reflect your business image.

8. Respond promptly.

Responding quickly is the most courteous thing you can do. Never let recipients wonder if you have ever received their emails. By not responding promptly, you will gain impression that you do not care about their inquiry or concern. Do not allow to be outperformed by your competitors especially if the emails come from clients. Often, your quick response in answering emails reflects the quality of service you provide.

9. You are what you write.

Some people appreciate less humour and jokes, so, be careful in using them. Never flame recipients of abusive emails. Do not over use capital letters and exclamation points. Avoid writing emails that will haunt you in the future. Always practice kindness, courtesy and patience. Remember, you are what you write so do it wisely and appropriately.

10. Do not spam, send chain letters and attach large attachments (without permission of the recipient).

You may be removed from the mailing list if you continuously send spam and chain letters. Viruses may get passed on easily through these. Never send irrelevant messages since people might get annoyed easily. If you are going to send any attachment (especially if the file is too large), it is courteous to ask the recipient’s permission first. Do not assume that the receiver has the software needed to open your sent files.

So there you go! Being aware of the do’s and don’ts of handling emails will assist you to do your job well. Have a great day ahead!






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