Email Etiquette
More than 90% of computer users in the US use email, which is a staggering number considering how many people own or use computers. Many of these computer users send email at both the personal and professional levels. There are proper rules to follow when writing a business letter, that somtimes are ommitted from the emails being transmitted in business correspondence.
Since email has become the norm for friends and family to communicate, many people have developed a casual writing style. This sometimes finds its way into professional communicaton. As the job market tightens, and many job applications are completed online, professionalism is a necessity. On the internet, as well as in real life, the first impression can be a deal maker or breaker. And in many cases that first impression is done through email.
So what is a person to do?
Well, since many business have built in spam filters, one of the first things you should do is make sure your email is not marked as spam and gets sent to the junk mail folder before it even gets read. Your email address should be professional sounding, and should not reflect your personal life.
The second thing is to include a clear Subject line. This is often the first part of the email that many people read, and often times will be the deciding factor in deciding if your message will be read. This is when the K.I.S.S. method (keep it simple, stupid) will certainly apply.
So now you’ve got your email noticed - Now what?
Content. It is important to avoid using the recipient’s first name unless you are familiar with them. Address the reader with an appropriate salutation (Dear Mr. Smith, or Ms. Jones). Remember to be professional and avoid using any slang terms or emoticons and smilies.
Also try to be as direct as possible, as you don’t want to waste the recipient’s time. To make it easier to read, keep your email broken down into several smaller paragraphs.Remember to close your email by thanking your reader for their time. Always include your full name, contact information, and perhaps your email address.
One last thought - read your email before hitting that “Send” button - it may help you avoid misunderstandings.
