Email Etiquette

Email has been around for decades. It is still a very important and very effective form of communication. One must know how to use it well. The rules have changed, so we could all use a refresher course. Follow proper email etiquette and you’re sure to communicate more effectively in the electronic realm.


• Email Marketing Rules

    o Don’t do anything that might get you identified as a spammer.

    o Only request info or permission to contact if you do not have consent to do so.

• Privacy Issues

    o People are very protective of their email addresses. Don’t share your friends’ or professional contact’s email addresses. That means: don’t send emails to lists without using BCC (blind carbon copy).

    o Don’t share email addresses. If you’re doing some cross-promotion, for example, each business should email to their own list, promoting both companies. You should not exchange lists.

• Email Content

    o Be concise and to the point, but be sure to answer all questions. Spelling, grammar, and punctuation count, especially in business communications.

    o Use a meaningful and clear subject line. And it’s okay to change the subject line in ongoing conversations. It’s hard to later find the email you were looking for when they all look the same.

• Efficiency Tips

    o Create email templates for commonly asked questions.

    o Use the same template for your monthly newsletter or any regular reports you send.

• Common Courtesy

    o Don’t write in ALL CAPS. This comes off as screaming.

    o Similarly don’t overuse the high priority option. Your email will appear more aggressive and you may fall victim to the “boy who cried wolf” syndrome.

    o Don’t mix business and pleasure. Work accounts are for work. Personal accounts are personal. Don’t send email forwards to work accounts. Don’t send business proposals to personal accounts.

    o Make scarce use of abbreviations and emoticons. These are rarely appropriate for business and can otherwise appear juvenile.

    o It is hard to convey emotion in an email. Private matters are better discussed on the phone or in person. And never make any libelous, sexist, or racially discriminating comments in emails, even if they are meant to be a joke. (Really, don’t do this in person either.)

Take a little extra time before you click send to ensure that your emails are professional, appropriate, and do not violate the rights of others.

If you need an “extra set of eyes” on your next email, please call or email Terra today at (715) 584-6773 or terra(at)fletcherfreelance(dot)com.