Career Counselling: 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.
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.
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