Many businesses use email. It’s quick and easy. Mail stays forever. If you can’t remember what was asked, look up the last email thread. Email is also useful for team communication. But you can’t unsend an email.
So, before you hit send, double-check that you’re utilizing email for business purposes. Business emails should be used to send:
Relevant: When a brief phone call or face-to-face meeting won’t do. Emails should be useful to the recipient.
Timely: When speed is of the essence, email can be ideal. It allows you to swiftly communicate with your colleagues.
Content-rich: Email is a good way to communicate file attachments or site links.
Especially if you haven’t met the recipient in person, how you utilize email will leave an impression. Email is the first impression. Especially for job searchers. Inappropriate email use can put you on a “do not call” list with recruiters and others.
From small business marketing to job seekers sending emails, utilize proper email etiquette to stand out.
Here are some tips….
-
Don’t use all caps or slang
Using exclamation points or all caps to emphasize a point in an email can be tempting. Instead, full caps convey yelling, and too many exclamation points convey overzealousness or insincerity. Of course, avoid slang. Unless writing to a peer, jargon is included in slang.
-
Emphasis is invalid when used in excess
However, avoid utilizing numerous forms of emphasis in a single email. Italics, bold, and underline are all overused in one email. Use emphasis to attract the eye around the page. Consider how the reader scans from one bolded word to the next, constructing their own phrase.
-
Use respectful tone
Avoid negative or accusing language. Rephrase statements to convey a neutral tone.
-
Make your messages mobile-friendly
Avoid a novel. If you can say it in ten words, try it in five. More than half of all emails are misconstrued, and just 53% are read. A third of business people check email on their phones. The same study found that 70% of consumers trash emails that don’t display appropriately on phones.
-
Try to be hilarious with care
Humor varies. What you find amusing, another may find offensive. Email lacks tone, body language, and other non-verbal clues.
-
Professional and respectful salutations and closings
“Good morning, Jane” or “Hello” are acceptable salutations. Avoid appearing too casual, especially while job hunting. Usage of chosen name Respectfully close. Thank you, “I look forward to hearing from you” are acceptable closings.
-
Compose a professional signature
Today, every email should include a professional signature. Include your work title, firm, website, and phone number. If you’re looking for work, a LinkedIn link is a requirement. Include links to your company’s social media pages.
-
Simple topic lines
Keep topic lines to 50 characters or 6-10 words. Be specific and direct: Nice meeting you yesterday, or 6 reasons to hire an assistant.
-
Promptly and suitably
e-mails within 24 hours If you need more time, just say “I’ll get back to you as soon as I can” or “by noon tomorrow.” This always shows respect for the sender.
-
Always proofread
You can’t unsend an email. No one wants to revise your work to comprehend it. Double verify your message, spelling, punctuation, and signature. Make sure you’ve attached and/or linked documents. The worst is mailing a résumé without it! This is a harsh lesson in proofing that we’ve all learned.
Conclusion
Knowing when to react, how often, and when “no” means “no” is part of email etiquette. Especially for job searchers. Make three emails. The first email contains your CV. If you don’t hear back within a few days, email a quick follow-up with your CV.
Following the initial email, send a follow-up by forwarding the original email without attachments. The reason you don’t add attachments in the final follow-up is to avoid spam filters.
