How to use Proper Business Email Etiquette

Email may be a fast and efficient way to keep in touch with colleagues but incorrect usage is not only unprofessional, it may cost you your job. Here are some tips for professional email etiquette.

Difficulty: Moderately Easy

Instructions

Things You'll Need:

• computer
• email program
• internet access
• email address
• recipient contact information
• composition information
• spell check

1. We are all familiar with the benefits of email correspondence but do not make common mistakes that can have detrimental results.
   
   The lack of formality is a most common error. Regardless of the medium of communication, certain etiquette is essential.

2. Begin by addressing the email to the recipient using proper title i.e. Dear Mr. Mrs. Ms. Miss. Dr. etc.
   
   If the email is being delivered to multiple recipients, you can substitute Dear Gentleman, Ladies, Sirs, (Company Name) Personnel, etc.

3. Skip one line and enter your contents i.e. the information statement for which the article is addressing. This should never contain slang, profanity, nudity, sarcasm, jokes, degradation of an individual, or any other information that can be construed as insulting to anyone regardless if they are receiving the email.
   
   Keep your message direct to the point. Base it on facts, not emotions.
   
   Never forget that emails are easily forwarded. Even if the intended recipients do not forward the email, some companies monitor email correspondence unbeknownst to the computer user. Also, once something is in print whether electronically or otherwise, it can be referenced for an unspecified length of time. A friendly recipient today may be an aversion tomorrow.
   
   Keep email contents professional! If you have personal business to discuss, use the phone or discuss in person.

4. Skip a line and close with a proper signature i.e. your full name, company name, department if applicable, company address, and contact phone information.
   
   Example:
   
   Best Regards;
   
   John Smith, Editor
   ABC Entertainment
   123 Main Street, Suite 280
   Los Angeles, CA 92567
   Phone: [phone]
   Cell: [phone]

5. In the subject line, title the email appropriately so it is easily identified.

6. Always spell check! Spelling errors reflect poorly on the author.

7. Proofread. Then let it sit for 20 minutes or as long as possible and proofread again. If an important point or matter is being addressed, have another individual proofread before sending to recipients.
   
   It is very easy to hit the send button, but control the urge as once the email is sent you can't correct mistakes.

8. Do not use emoticons as cute as they may seem.
   
   Also, avoid using too many colors. Try to keep the colors to 2 maximum per email.

9. Always BCC (Blind Carbon Copy) yourself so you have copies of your correspondence even if your email program automatically saves copies of sent email.

10. You will soon grow accustomed to the formality. Recipients will appreciate your professionalism and you can help to avoid potentially harmful mistakes.
    
    - If you've enjoyed this article, please use the email link "send to a friend" at the top of this page to send to 1 or more friends, family or coworkers. Your support is greatly appreciated. - Thank you. Christina

[GreenGardenChic]

on 3/4/2008 Good tips, especially the avoiding too many colors.

[jimdris]

on 2/1/2008 Excellent advice! Also be careful not to hit the "Reply All" button to avoid embarrassment or worse.