Email Excellence: Essentials of Email Etiquette
Email Excellence: Essentials of Email Etiquette
Email is one of the most powerful tools you will use to grow
your business. Often, it is the only way you will have to
interact with prospects, many of whom will be in countries far
away from your own. Follow these simple rules and you will have
mastered the art of effective communication via email.
1. Be concise and to the point 2. Answer all questions, and
pre-empt further questions 3. Make it personal. Use their name.
People want to feel special! 4. Use a meaningful subject that
grabs their attention 5. Use proper spelling, grammar &
punctuation
6. Use active instead of passive words 7. Use templates for
frequently used responses - these can be found in your
promotional briefcase 8. Answer quickly 9. Use proper structure
& layout. Make it easy on the eyes. Put some space between
sentences or paragraphs. 10. Bullet points are very effective in
pointing out benefits 11. Take care with abbreviations and
emoticons 12. Avoid long sentences 13. Write like you speak. Use
plain, easy to understand English. 14. Do not write in CAPITALS.
This is the equivalent of shouting at someone online 15. Take
care with rich text and HTML messages 16. Keep your language
gender neutral and always speak to only one person. 17. Add
disclaimers to your emails regarding SPAM 18. Read the email
before you send it. Often you will find mistakes the 2nd time
around. 19. Do not overuse the high priority option. If used too
much, it will lose its effectiveness. 20. Do not overuse Reply
to All 21. Avoid using URGENT and IMPORTANT 22. Don't leave out
the message thread 23. In Group Mailings, use the bcc: field or
do a mail merge 24. Do not attach unnecessary files 25. Do not
forward chain letters 26. Do not request delivery and read
receipts 27. Do not ask to recall a message 28. Do not copy a
message or attachment without permission 29. Do not use email to
discuss confidential information 30. Don't send or forward
emails containing libelous, defamatory, offensive, racist or
obscene remarks 31. Don't forward virus hoaxes and chain letters
32. Don't reply to spam
Like any other business, you must understand the proper way to
use the tools of the trade. Learn these email techniques and you
will increase your response rate tremendously