Business Email Etiquette: The Doâ€™s and Donâ€™ts
Oct 8, 2021
The current work and social environments are dominated by various forms of expression that shape your company's brand. How you express what you wish to communicate to your employees or consumers can make or break your business. One common and effective way to communicate and send out company messages is through business email.
The popularity of email messaging means it's of utmost importance and beneficial if you're aware of email etiquette. Below are some do's and don'ts to make the most out of your emails.
Prioritize The Subject Line
The subject line of your email acts like the title that lays out what your email is about. Depending on the email's intention, the tone and word choice of your subject line may vary. For instance, emails sent for marketing purposes should have an attention-grabbing subject line.
One common mistake is for people to leave the subject line blank. Not only does this seem ignorant, but it can be a turn-off for potential customers. A good subject line should be easy to understand and specific.
Use Formal Salutations
Regardless of your relationship with the recipient of your email, business emails ought to be professional. Using professional salutations indicates respect and sets the tone for professional engagement.
Instead of "Hi" or "Hey there," you may use "Dear X" for a more professional appeal. Acknowledging the email recipient by their name adds a personal touch while being professional.
Know About Recipient's Cultures
In some countries, for instance, Japan, it is customary to send out emails with certain pleasantries. Failure to ask about the weather or the wellness of your recipient can result in your email being ignored. Some cultures also spam or block introductory business emails that don't feature a mutual third party.
Double Check the Email
Emails entail attachments that pass more information to the recipient. Therefore, you should always double-check to ensure you send the right attachments or don't miss one.
Double-checking your email also ensures that your email does not contain grammatical errors. Quickly sent emails may have typos or incorrect attachments that distort the information.
Sending Too Many Emails
Consumers receive emails from different companies, and at times these may be off-putting. While emails help your business reach out to customers, too many emails are a quick way to end in the spam or block list. Consider other ways to share information with customers, such as social media or through your business website.
Leaving Out Your Signature
Regardless of an introduction, having a closing statement and signature at the end of your email is essential. Your signature should have your contact details in case the recipient seeks more information or your services.
Don't Include Humor
While a great sense of humor helps your personality stand out, it may also be subjective to different perspectives. Humor allows room for misinterpretation and may be offensive to some people.
Don't Take Forever to Reply
Business email etiquette means that you reply to your emails as soon as possible during the official business workdays. Taking time not only appears rude but may pass the notion that you may not be interested in the information.
It is best that you hire a social media manager to cater for email and social media engagement. In case that is not possible, set up specific times during the day to check your email and reply to any new messages.
Emails play a crucial part in your business's day-to-day communication. By following the above guideline, you can expect to reap the benefits of a solid business email interaction.