(Here's a new article from our friends at Online_Profits)
Tips for Courteous Business E-mail
Be concise, less definitely means more. When you are
answering email you don’t have to include the entire
original message. Your contact person probably has a copy
of your e-mail message.
Experts say messages longer than 100 lines is too long. And
will not be read. Most Business people are too busy to read
your extra long e-mail message. And will delete before
reading.
Be careful with attachments. Never open attachments from
unknown sources, which is risky to say the least. You might
open yourself up to a virus. Never send
an e-mail with attachment unless you forewarn the receiver.
Most smart recipients automatically delete e-mails with
strange attachments because of virus threats.
Multiple recipients. Online recipients will get annoyed if
they did not request the information. In fact, they might
consider it S*pam.
Use the Bcc field if you must mail to multiple recipients. A
Bcc is a Blind Copy, a copy that is sent without the other
receivers knowing about it. Never use Cc (Carbon Copy)
when sending to multiple recipients. Every name on th list
is exposed to all recipients.
Address contact properly Don't get too chummy or friendly
with online Business Associates. Overt friendliness is not
appreciated by everyone and is seen as disrespectful by
many. If you are not personal pals don't call them buddy,
pal, chum, or by their first name unless given permission.
Also e-mails to "who it may concern" are not appreciated.
Always check your text, spelling, and remember a business
e-mail is not the time to use those cute little emoticons,
smileys. FYI, LOL, IMHO, or other short phrases. They are
equivalent to chatty slang. They are inappropriate in business
correspondence and leave a bad impression on the receiver.
Formatting rules. Keep it simple. Not all e-mail programs are
created equally. Your recipient might not be able to see
the nice smiley face or fancy Victorian font. Business e-mail
should not be an exercise in art appreciation. Business
e-mail should look professional, so keep it short and
simple.
Messages should start with the correct salutation. A "Dear Mr.
Smith" or simple "Hello" would be appropriate. Many people
jump right into the message without a greeting which isn't
good business e-mail etiquette. End your message with
a"Sincerely, "Yours Truly,” or "Best Regards.
Use the tips in this article to lend an air of
professionalism to all your on-line business correspondence.
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