As technology continues to advance, emails have become the preferred method of communication for many people. Whether for business or socially, electronic correspondences often offer the most quick and effective method people can utilize to share messages.
That said, when executed for business purposes, emails are expected to follow a certain etiquette that might not be employed during social exchanges. This brief blog will highlight specific business etiquette regarding email sharing.
When corresponding with someone you do not know or have an established professional relationship with, one should always introduce themselves, identify their position and the reason for the contact.
Always Exhibit Professionalism
Correspondences executed for business-related purposes should always be written with the utmost levels of professionalism. Therefore, the text of the message should only contain information pertinent to the issue with which you contacted the receiver to discuss. There should be no chit chat language, abbreviations, emojis or any other language or symbols that diminish the professional integrity of the communication.
Respond As Quickly As Possible
Everyone is busy with their jobs, personal and civic responsibilities. That said, it is customary to respond to a professional email timely fashion. Etiquette experts recommend responding as quickly as possible. However, when commitments prevent an expedited response, the receiver should wait no longer than one or two days at most to submit their response.
Remember To Include Contact Information
All professional emails should be concluded with the sender’s electronic signature followed by pertinent contact information. Such data should include the best phone number to reach the sender and any other knowledge the receiver needs to possess.
Proofread The Correspondence
The formality of the correspondence dictates that the text contained within proofread thoroughly. A sloppily written note or text that contains numerous errors may give the receiver the impression that the sender or the institution said individual represents does not value their time or run an efficient and professional operation.
Keep Private Material Private
Unless the recipient has knowledge of specific private matters, all emails should only stick to the reason for the contact. Ergo, private matters should be kept confidential.
Immediately Denote The Purpose Of The Correspondence
Individuals submitting professional emails are advised to discern the reason for the correspondence by providing an explanation in the title box. Many people receive countless emails per day. Emails that are not appropriately titled might give the recipient the impression that the contact does not pertain to important matters.