How to Reply to a Business Email
Basic email etiquette is more important as the use of this easy communication tool increases. Just because the tool is fast, does not mean it should not be used properly. Always keep in mind that badly developed emails and inconsiderate acts in them reflect on personal and company professionalism. Remember to use the email communication tool professionally and with care.
- Difficulty:
- Easy
Instructions
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You should never keep people waiting for a response. Answer as soon as possible. A good time management rule to use for standard response is within 24 hours, however many companies have adopted a "by end of business day" rule.
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Try your best to answer all their questions. Reply to the questions that were asked in an email sent to you. As well as anticipating new ones that your email may prompt from your email recipient.
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Learn and utilize basic email etiquette. See article "How to Write a Professional Email."
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Never use "reply to all" setting unless everyone really needs to see the response. To remedy this, change your email default setting so this is not selected, having to select all when needed requires an extra thinking step before sending.
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5. Determine how much of email history the receiver needs. If there is a trail of three or more emails at the bottom of your reply. Do they need all of that or just the copy of the last one which contained the questions or data that they sent to you? If they do not need it all use the "delete" key to remove text after it is in your response email.
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Think before forwarding HTML-based emails or attachments. If the recipient does not need the information that they contain, then getting them may be confusing. Delete any unnecessary attachments. Be sure the necessary ones are attached before sending so you do not have to send a second "oops-forgot attachment email."
Know what you are sending others. Do not forward chain letters or pass on viruses. These nasty little things not only unprofessional, they bog down mail servers and can stop work production!
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