Emails have become such a part of our lives that most of us don’t even think about how we use them anymore. We send emails with the ease of the digital immigrants that we are, as at home in our email accounts as we are looking through the physical mail we receive on our doormat.
This easy-going attitude to email is inevitable, and there’s no harm in it… when you’re using email for personal reasons. If you’re using email for business, however, then your etiquette needs to be brushed up. If you send an email to a prospective client that is riddled with errors or an admonishment to an employee with mistakes that undermine your authority, then the potential damage to your reputation leaves a digital footprint that can’t be ignored. As a result, you have to try and ensure that all of your business emails are right first time, every time. Here’s a few ideas on how you can achieve just that.
#1 - Enable the “unsend” function
If you use Gmail for your business email, then enabling the “unsend” option could save you many a mishap:
We’ve all had those moments when we realize there’s a mistake in an email or it’s going to the wrong person a split second too late— this function allows the issue to become a thing of the past. Additionally, if you prefer Outlook, then be aware of the possibility of using the recall function if you realize any error after sending.
#2 - Keep your email signature up-to-date
The importance of a good email signature in business cannot be underestimated, but many people don’t take the time to update them as required. Sending an email containing out-of-date information in the signature is counter productive. You should ensure this valuable piece of real estate not only includes your relevant contact information, but also consider using this as a chance to promote something you have going on for instance a new project or venture. You should also consider using an email signature creator that makes it easy to manage and update your signature at will.
#3 - Keep your email signature concise
An email signature is necessary, but it shouldn’t be an essay. Keep your email signature concise and to the point. Long email signatures tend to irritate people, which is definitely something you’re going to want to avoid when communicating for business purposes.
#4 - Check your spelling and grammar
Email is a more relaxed form of communication than printed letters, but spelling and grammar still have a place in good email etiquette. Once you get into the habit of doing so, running your text through a quick spellcheck will become second nature, and could help to preserve the reputation of your business.
#5 - Leave your phone’s default message on
If you’re sending email from your phone’s default email app, it will likely add a line to the bottom of the email saying that the email has been sent from your phone. Leave this function enabled; it’s a shorthand way of saying: “I wrote this on my phone so be aware any mistakes may be the fault of autocorrect, not me”.
By following the above, you can be confident of achieving the exemplary email etiquette that your business needs.
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