Stand Out with Outstanding E-mail Etiquette

by Jonna L. Martin

“How did we ever function without e-mail?” a colleague recently asked me. Those who remember what it was like to work in an office prior to the e-mail era have great appreciation for the way it facilitates interaction with internal and external business colleagues.

Although communication methods have evolved, standards for professionalism have not. Judging by the training requests I receive, guidance on e-mail etiquette is one area that is sorely lacking.

The way that you use e-mail speaks volumes about you. In a competitive business environment, anything that distinguishes you from the competition has the potential to positively affect your bottom line. Here are several e-mail strategies that can set you apart. 

1. Make the subject line work for you. Write a relevant subject line that provides the recipient with an indication of the contents. This provides a preview of the information within the e-mail, and will be helpful if the recipient needs to find your e-mail later.
2. Respond to e-mails in a timely manner. It is helpful and polite to acknowledge receipt of an e-mail. This lets the sender know that the e-mail has been received and avoids confusion about whether another e-mail needs to be sent
3. Beware of the “Reply to All” button. Only reply to all if you are specifically asked to do so. Otherwise, it is best to simply reply to the sender. When you reply to all, you may be replying to people who are blind-copied, and you have no way of knowing who these recipients are.
4. Use spell check every time. Treat your e-mail as a true business communication by checking your spelling and grammar every time. Also do a thorough proofread, because a word may be spelled correctly but it may not be used in the correct context or may be a homonym.
5. Avoid abbreviations and text-like typing. If your e-mail looks like a text message, you are taking inappropriate shortcuts. Treat e-mail as you would any written correspondence.
6. Use greetings and sign offs. Address the recipient by name at the beginning of the e-mail and sign off at the end, just as you would in a letter. Also, it is helpful to put your contact information in the sign off.

Good e-mail etiquette enhances your professional image and elevates the profile of your company. Technology can help us provide better, faster, and more streamlined client service. Combining cutting-edge tools with the timeless appeal of respect and good manners will position you to be a leader in your industry.

Jonna L. Martin is president of AdvanceMe Associates a training firm that provides business etiquette, dining etiquette, and professional image seminars for corporate clients.

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