The way an email is composed can say a lot about a business’s professionalism and image.
Despite emails being a main medium of contact, many still don’t understand the importance of email etiquette.
Netiquette is a term used to describe the correct etiquette when composing business emails. Sending a poorly written email to a client can damage a business’s reputation with the click of a mouse.
Here are some points to keep in mind when composing and sending a business email:
Think of the tone
The tone of an email sends a strong message about the business to the receiver. Short and overly formal emails can come across as stern and impersonal; however, friendly and colloquial emails can come across as unprofessional.
It is always best to remember that it is a business email, so it is a good idea to play it safe and keep it professional until the sender and recipient have developed a relationship.
Spelling, grammar, and punctuation
Incorrect spelling, grammar, and punctuation are a quick way to ruin the business’s image. It shows a lack of attention to detail and also a level of laziness and carelessness.
Businesses would not return a business call or attend a business meeting late so they should act similarly with their emails. It is respectful and courteous to reply to emails promptly. Do not use emails for conversations that should be face to face, or over the phone. Email is not an appropriate medium of contact for conversations that involve conflict or criticism.
Emails can often be misunderstood and misconstrued, so it is best for sensitive topics and conversations to occur over the phone, or face to face.