Business Communication Email Etiquette

Sensible use of business emails is important.

Millions of people around the globe use email on a daily basis. Studies carried out by Ferris Research estimated that 25 billion emails were sent each day in 2006, with around 6 trillion emails a year being business related. Effective use of email as a business tool, as well as observing correct email etiquette, is vital in the efficient daily running of a business, as well as in improving the reputation of a business.

The Importance of Email in Business

Email has allowed businesses to communicate globally.

The rise of email as a communication tool has been critically important in the business and commerce world. It allows for instant dialogue between colleagues, clients and contractors, and it's also free. For many companies, the wide reach of emails has allowed them to access a client base far larger than ever previously conceived, thus providing the potential for increased revenues.

Where paper copies of important correspondence and documents can easily be lost, every email sent and received is stored electronically, reducing the risk of accidental loss and providing a company with records of transactions made, orders raised and other important conversations that may need to be retained for future use.

Why Is Email Etiquette in Business Important?

Ignoring email etiquette can lead to poor relationships.

Within any business, regardless of its size, professionalism is paramount on the list of priorities. Each employee is expected to treat colleagues and clients with the courtesy they deserve, and email communication is included in this remit.

There is a great risk that if proper email etiquette in business is not observed, relationships between colleagues and clients could be damaged. If a client receives an email that's poorly worded with terrible grammar, his perception of you and the company you work for will be damaged. Therefore, it's imperative that you observe proper email etiquette when sending a business email.

Proper Business Email Etiquette

Hundreds of business emails are sent every minute.

There are a number of components that feed into proper email etiquette. First and foremost, all spelling, grammar and punctuation must be perfect. With the accessibility and ease of use of functions that check these attributes, any errors can be perceived as inexcusable.

The subject line should be relevant to the content of the email content and invite the reader to open the email. Your email is jostling to be noticed among hundreds received every day by colleagues and clients, so writing an ambiguous subject line may result in the email being overlooked.

Write a brief, concise and to-the-point message in the body text---many people don't have a lot of time to spend reading a long-winded email. Personalize the email to the recipient to make her feel she's valued by the business.

Business Email Habits to Avoid

Emoticons should never be used in an email.

While email has enabled companies to market their businesses to a large audience, they should avoid spamming potential clients with endless messages. Instead, emails should be tailored to suit the interests of the potential client.

You should avoid cc'ing more people than is truly necessary. There's little that's more frustrating than being copied in an email when the content is irrelevant. Email should never be used to send personal or confidential information---once an email is sent, it can easily be forwarded on to anyone.

You should always avoid using emoticons (e.g., smiley faces) to convey emotions in a business email: This conveys an unprofessional impression.

The Dangers of Business Emails

Emails sent in anger cannot be undone easily.

A large danger concerning email is that of tone. In a verbal conversation, each party can sense tone through body language and voice pitch; in text format, erroneous inferences can be made. In cases where this could be a danger, a verbal conversation should be carried out to avoid any misinterpretations.

The fact that email is a form of instant communication presents a risk. If you're frustrated, angry or upset, you can vent your emotions in an email without taking time to calm down. An email sent in anger is often later regretted.

References

• Ferris Research: Industry Statistics
• Sideroad: Business Email Etiquette: Maintaining a Professional Image
• Business Email Etiquette: The Business E-mail Etiquette Basics You Need to Know