Many businesses underestimate the importance of email etiquette and often never consider the benefits of employing professional email management services. It is important to train all employees about proper business email guidelines to ensure success and professionalism.
There are many things to consider when you are writing professional correspondences to ensure succinctness and professionalism. By following the guidelines provided below, you can be ensure the quality of your business communication and that you present a professional image.
1) The Email Address
It is important for you to create an email address that is professional and dedicated only to work correspondence. If you are working for a company that provides email addresses, always be sure to use it rather than your personal account. The ideal username will include your name or company name so the recipients know exactly who is sending the email before reading it.
Always put thought into the topic of the subject line. It is a good idea to summarize the content of the email in a few words so that the recipients know what they will be reading before opening the message. For example, use subjects like “Meeting Location Changed,” or “Miller Account Updates.” These types of subject lines inform the reader what they need to know and make your email more effective.
Your workplace is not the “chuckle barn.” Try to keep your use of humor to a minimum because it is easy for the jokes or humor to get lost in text. Do not forward jokes or funny emails to co-workers or business contacts. It is usually best to exclude humor from business emails all together to avoid any misunderstanding and to retain professional appearances.
It is important to keep your punctuation simple and avoid using more than one of each symbol in a sentence. Using multiple question marks to express confusion or multiple exclamation marks to express excitement is a common practice, but appears unprofessional in emails.
It is important for you to respond to emails in a timely fashion. This usually means within 24 -48 hours of receiving the email. It is important to reply as soon as possible to keep the communication up to date and to maintain a professional demeanor.
It is a good idea to set up a signature for all your outgoing emails. The signature should include your name, position (job title), website, business name and mailing address, and a phone number. This provides recipients all the information that they need to know about you and your company in a single location without searching the email or the internet.
7) Group Emailing/Reply All
Refrain from sending emails to multiple people when it is not necessary. If you are working on a collaborative project, then by all means, send out a group email. It is important to remember that when you reply, you do not always have to respond to everyone. It is usually best to respond only to the people who need the information so that you do not make the message thread more confusing and avoid cluttering other people’s inboxes.
Professional Email Management
There are many options for professional email management services available to business professionals. One of the most common services used are the professional email management services to ensure timely response and management of all incoming and outgoing messages. These services are ideally used when you have an email based marketing campaign which will result in high quantities of responses from potential clients and leads.
The professional email management companies often create templates and designs for common email responses that you can customize to fit any product or service. It is often impossible for an individual to manage an email address that receives hundreds of emails daily, so the professional services reduce the workload. They will record contact information, respond to all the emails that can be dealt with using a template, and will forward the most important or complex emails to the appropriate person. These services streamline the communication process and improve the overall efficiency of business correspondences.