Polishing Your Email Etiquette
With the rapid advent of technology, email has become the standard form
of communication. It is estimated that 95% of professionals use email for
work related correspondence. It is becoming the accepted form of
communication in today's world and replacing traditional paper -based
correspondence. At the same time, the user friendliness of the medium
makes people wrongly believe that there is no such thing as email
Email etiquette, you ask? Sure. But before we go into that, let us look
at why email is so popular. Well, here are a few reasons for it:
• it is cheaper and faster than a letter
• it is less intrusive than a phone call
• it is easier than a FAX
• time and location differences are less of an obstacle to communication
Any user will tell you that email is extremely fast and inexpensive. As a
small business owner, you can use the email medium to communicate
effectively, impress your clients favorably and build a relationship with
them that could influence your business positively. Sometimes, however,
the very fact that correspondence can be exchanged so rapidly through
this medium has its own drawbacks. An inappropriately worded email or one
that has been hastily composed can cost you precious business.
There are certain dos & dont's that apply to email communication and
we've listed the most important elements of email etiquette here for you:
o Do not send emails without proper salutations. All your emails should
begin with a proper greeting and end with an appropriate salutation.
o Do include a subject line that is appropriate to the email content,
always. This will make it easier for your recipient to know what to
expect in the message body.
o Do not send mass emails like jokes, chain lett ers and advertisements to
your co-workers or clients. Not everyone likes them.
o Do take permission before including people in your mass emailing list.
o Do not send attachments, especially large ones, without taking the
o Do reply promptly to all emails. Try to send a reply within 24-48
o Do not send private or confidential information over email. It is
preferable to use the phone or meet in person to convey such details.
o Do proofread and conduct a spell check before you send out each email.
Wait a moment before pressing 'send'. Remember, once you have clicked the
send button, there is no way you can recall your mail.
o Do not write words in upper case unless you have to - it could be
mistaken for shouting at the recipient. Use capitals very sparingly.
o Do ensure that you are referring accurately to individual, company and
o Do not use nicknames of people before being invited to do so. It gives
an impression that you are assuming familiarity when there is none.
An email can, typically, be more informal than a business letter but
there are some rules of email etiquette that you should follow. It is so
easy and simple to write out a few lines and click the send button; the
mail will reach the intended person in a matter of minutes. And remember,
a mail once sent cannot be taken back - a more or less permanent record
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