Email Etiquette

Email etiquette means following proper guidelines when writing emails. Email is an essential part of doing business. We use email to contact potential clients, respond to customer requests and communicate with peers. How you communicate via email reflects who you are, as well as your business practices, abilities, skills and trustworthiness.

SUBJECT LINE

Always use a subject line. It should convey the intent of the email. People ignore emails that lack a proper subject line (Hi there). A good subject line would be “Following up yesterday’s initial meeting”.

OPENING THE EMAIL

Always address the person, not the title. For formal emails, precede the person’s surname with their proper form of address (Dear Mr. Franklin). For informal emails, use the person’s first name (Hi Steve).

INTRODUCTION

Do not jump directly into the business of the email. Start with a pleasantry or brief introduction (I hope that all is well with you today.). Now you can indicate the purpose of your email (As per our discussion, I have put together a proposal to supply your company with widgets.).

SPECIFIC COMMENTS ON WRITING

Each sentence should contain a single thought. Each paragraph should cover one main topic. Consider separating each main paragraph with a proper heading (DETAILS OF THE PROPOSAL). Follow all proper spelling, grammar and punctuation conventions. If necessary, write and spellcheck the email in Word, and then cut and paste the content into your email. Do not use ALL CAPS or excessive exclamation marks; it comes off as yelling.

IMPROVING YOUR WRITING

1. Use positive language; “not” is a weak word. For example, replace “The item is not available” with “The item is out of stock”.
2. Write each sentence in the active voice, which is more direct and concise than the passive voice. For example, replace “The program was created by our software developers” with “Our software developers created the program”.
3. Avoid wordiness when direct, specific language is available. For example, replace “I chose this supplier owing to the fact that he provided me with the best price” with “I chose this supplier because he had the best price”.
   
   

CONCLUDING YOUR EMAIL

Include a call to action. What do you want the reader to do? When do you need the response? (Please contact me by September 8 at 416-555-1212 to qualify for the discount.) Mention any attachments in the email, as well as software required to open the attachment (I have attached a Word document that contains the details of the project proposal.). Sign off politely (Sincerely).

SIGNATURE

Conclude all emails with a signature – it is your calling card. Use a default signature for all outgoing emails and responses. Your signature should include your name, company/position, contact information and tagline. For example:

David Gargaro

Consulting Editor

905-707-8447

contact@davidgargaro.com

www.davidgargaro.com

Ensuring the accuracy, clarity and integrity of your message