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PMG Digital Made for Humans

E-mail Etiquette: DO's and DON'T's of the Perfectly Written E-mail

2 MINUTE READ | September 15, 2014

E-mail Etiquette: DO's and DON'T's of the Perfectly Written E-mail

E-mail messaging now exceeds telephone traffic and is the dominant form of business communication.

Don’t you wish that every person who received a new e-mail account had to agree to follow certain rules to use it? There are certain standards expected for e-mail use and below are just a few to keep in mind when communicating with fellow business contacts.

DO’s:

  • Make sure your e-mail includes a courteous greeting and closing.

  • Address your contact with the appropriate level of formality.

  • Just because someone doesn’t ask for a response doesn’t mean you ignore them.

    • Always acknowledge emails from those you know in a timely manner.

    • Responding promptly doesn’t necessarily mean that they need to have answers right away.

  • Always extend the offering to “hop on a call” or “feel free to pass along any additional questions.”

  • Clients are busy. Prioritize the most important points to the top of e-mails.

    • Buried points are more likely to be missed.

  • Keep messages brief and to the point.

    • Just because your writing is grammatically correct, does not mean that it has to be long.

  • Rare use of “my” or “I.” Make sure your client understands there is a team supporting their business not just an individual.

    • “Here are our recommendations” vs. “Here are my recommendations”

    • “Attached please find the projections that we put together” vs “I put together”

  • Spell check!!!

DON’T’s:

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  • Don’t engage in rounds of e-mails when a quick phone call could resolve the question.

  • Don’t introduce a new topic in the middle of an e-mail thread. If you’re changing the subject, create a new message with a different subject line.

  • If your e-mail is emotionally charged (which it SHOULD NOT be), walk away from the computer and wait to reply.

  • Refrain from using multiple font colors in one e-mail.

  • Don’t inject your opinion. Phrases like “I think…” or “In my opinion…” should be avoided.

    • Be confident in your recommendation – @ Bruce Campbell.

  • Words to omit:

    • Hey, Like, “as mentioned” or “as we discussed.”

    • Refrain from using “as I mentioned or as I said before…” – this is straight-up condescending.

  • Monitor …. The …. use …. Of …. Ellipses …., because let’s face it – they are annoying …..


Posted by Natalee Geldert

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