Tips for Business E-mails

Tips for Business E-mails
  1. Stay current on company policy for e-mail use.
        Know what your company prefers and use those guidelines.
  2. Answer e-mails promptly.
         Use an out-of-office response if you are unavailable for a long time.
  3. Use conventional spelling and punctuation, avoiding most abbreviations.
        Also, avoid using slang or colloquial expressions. Avoid using texting shortcuts.
  4. Use an accurate subject in your subject line.
         Update the subject when appropriate.
         (Don’t respond to an old e-mail with an inaccurate subject line.)
  5. Make the body of your message brief.
         Be concise and get to the point. Do not include a lot of extraneous information. If you feel the reader might need or want further information, possibly provide an attachment or link.
  6. E-mails are not for sensitive information.
        Generally use other methods for confidential or sensitive communication.
  7. When forwarding an e-mail, add a note to explain how the message relates to the reader.
  8. Picture2Use the “Reply All” only when the message is relevant to everyone on the e-mail list.
        Everyone receives an overload of messages these days, so be precise in sending your messages to the right person or people.
  9. If you receive an emotional or controversial message, take your time to think through your response. Note number 6 above.
         If an objective, business-like e-mail can be formulated, do so carefully and calmly.
  10. Inappropriate messages should not be shared or forwarded. These should be handled outside of the e-mail forum.

Last bits!

Always think of your readers when writing e-mails. Make their job as easy as possible by providing them with the information they need – and no more. If everyone works to help everyone else, our jobs become easier, and the quality of our work, including our messages, improves.

Be professional at all times.

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