Sunday, April 6, 2008

Appropriate Email Tips

Communication Skills Are Essential

Research shows that quality communication and "people skills" account for an 85% success factor when an individual moves forward in their career. Successful professionals should work to obtain their voice of success: a confident, controlled, comfortable, and professional sound. Remember from my earlier post on How To Make People Like You in 90 Seconds or Less: K.F.C. - Know what you want. Find out what you are getting. Change what you are doing until you get what you want. Please refer to my previous blog post: Be Impressive! Make a Strong First Impression.

Emails have become an unavoidable means of communicating at the workplace. Thus making email etiquette extremely important and crucial to your success. The following email etiquette will certainly allow your business communications to rise above the majority who do not take the time to understand and master these issues. The level of professionalism and courtesy you relay in your business email communications will always affect the way people perceive you.

Here are 32 Rules For Email Communication brought to you by

  1. Be concise and to the point

  2. Answer all question and pre-empt further questions

  3. Use proper spelling, grammar, and punctuation

  4. Make it personal

  5. Use templates for frequently used responses

  6. Answer Swiftly

  7. Do not attach unnecessary files

  8. Use proper structure and layout

  9. Do not overuse the high priority option

  10. Do not write in CAPITALS

  11. Don't leave out the message thread

  12. Add disclaimers to your emails

  13. Read the email before you send it (I would add out loud)

  14. Do not overuse 'Reply to All'

  15. Mailings - Use the bcc: field or do a mail merge

  16. Take care with abbreviations and emoticons

  17. Be careful with formatting

  18. Take care with rich text and HTML messages

  19. Do not forward chain letters

  20. Do not request delivery and read receipts

  21. Do not ask to recall a message

  22. Do not copy a message or attachment without permission

  23. Do not use email to discuss confidential information

  24. Use a meaningful subject line

  25. Use active instead of passive tone when writing

  26. Avoid using URGENT and IMPORTANT

  27. Avoid long sentences

  28. Do not send or forward emails containing libelous, defamatory, offensive, racist, or obscene remarks

  29. Do not forward virus hoaxes and chain letters

  30. Keep your language gender neutral

  31. Do not reply to spam

  32. Use cc: field sparingly