In a world that is becoming faster and more digital, it is becoming increasingly more important to be aware of the golden rules in society. These golden rules can be in relation to almost any interaction we have with others and the world around us. To have a certain level of respect and decorum is becoming more and more sort after as our world becomes more global and less personal. In terms of email communication these golden rules are no less important – just tailored towards the way in which email communication works.
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In a business environment, it can be so easy to make a blundering mistake through email communication that may end only in embarrassment, or be much worse – the loss of an important account for example. If you are new to the way in which email communication works, or you just want to brush up on your email etiquette, then read on as we explain some of the golden rules.
Email Communication Golden Rule #1 – Be aware of what you write
Don’t mince your words, but also try not to sound too harsh and cold in your emails either. It is important to be concise and clear in what you write, while also softening the sentences so that the human element comes through in the message as well. With verbal communication we have the tone of our voice, facial expression and body language to convey what we mean alongside what we say. However, in emails the words are the only way in which to convey the right meaning. Therefore, it is vital that the words used are chosen well and put together to allow for no doubt or confusion of meaning.
Email Communication Golden Rule #2 – Proof read!
Always double check your email before clicking on the ‘send’ button. You do not want to give the impression of a sloppily written email as this could prove damaging to your professional image and further association with you and your business.
Email Communication Golden Rule #3 – Be considerate
If there is a need for negative feedback to communicate, email is not the way to do it. This can across more hurtful than normal due to email communication already being colder and less personal. Always phone, or if possible meet face to face – never resort to email communication as a way to deliver bad news. Also, consider how many emails and spam people receive on a daily basis. Make your emails meaningful and with purpose – especially if sending unsolicited emails. If you need to send attachments consider the size of the file. The bigger the file, the longer it will take the receiver to download it on their end. If you do have to send bigger filed attachments, consider faxing them instead. Don’t assume the person on the other end if familiar with internet lingo. Always keep your language professional and courteous. An added thought when sending emails is to include in your message if there is no need to for the receiver to respond. This extra thought will not only save the receiver’s time but their esteem for you and your business will only be heightened by such considerate regard.
These golden rules in terms of email communication are important to keep in mind. It can become a tendency to become somewhat sloppy when sending emails, as they are done so often every day. However, this is something to guard against. Never try to take the short cut in terms of email etiquette and appropriate language. Just as would want to make the right impression at all times on face to face level, so the same rule should apply to email communication.
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