The Ins and Outs of Email Etiquette

1. Always Email Prompt Responses:

I know from experience that when I send a business email and don't receive a response fairly quickly, it makes me wonder if they got the email, if they're interested in what I was saying, and sometimes, it makes think they're disorganized, or that they don't consider responding to emails of high importance. Not exactly the types of things you would want people thinking about you. So the first tip on email etiquette is sending back a prompt response. If you aren't ready to sit down and write out the whole email that will be needed to give the sender an appropriate response, at least send an email acknowledging that you received their email, and that you will get back to them as soon as you can. This way you avoid any ill feelings or confusion.

1. Email Subject Field:

Because of all the spammer out there these days, a lot of people will look first at the subject of any email coming into their inbox as a way of determining whether or not they're going to open it. Thus, your email should have a subject that alerts the recipient to its content, written with proper capitalization, grammar, etc. Do not be misleading about what the email is regarding, but short and sweet and to the point.

1. How Formal Should Your Email Be?

When writing a business email, you can never go wrong when assuming you should address the recipient in a formal matter, such as sir, ma'am, Mr., etc. Any business relationship generally starts out formally, and an email should be no different. Start out formal, and then feel them out when you receive an email back from them. Look at how they address you, and how they sign off. If they sign off less formally than you originally addressed them, it's probably safe for you follow their lead. If you don't feel comfortable doing this right away, then don't. You won't offend anyone by addressing them as Mr. Smith. Time will tell how formal or informal any business relationship will become.

1. Email Fields To, From, Bcc, Cc and Reply to All

- When filling in the "TO:" field in an email, you should type your contacts name formally. For example, John E. Smith- not john smith or JOHN E SMITH.

- When filling in the "FROM:" field of your email, the same applies as the "TO:" field; formally type your name. All capital letters indicate yelling, which you don't want, and all small letters can be perceived as laziness.

- The "Bcc:" field of an email is used when you are sending an email to a number of contacts who do not know each other. If you receive an email where you're name is listed in the "Bcc" field, this indicates that you are not expected to respond to the original sender of the email. Keep in mind when using this field that it isn't necessarily good email etiquette to list a ton of email addresses in the Bcc or Cc field. Doing this is giving out peoples email addresses to complete strangers, and not everyone appreciates that. Use discretion when it comes to using this field, as it is a privacy issue.

- The "Cc:" field of an email is intended to be used when you are emailing about something that may involve more people than just you and the recipient. For example if you and two other coworkers are working on a deal together, you could put one name in the TO: field and the other in the Cc: field. This field is intended to be used when all of the parties know each other and there isn't an issue with privacy. If you receive an email with your name in the Cc: field, the sender is more or less just giving you a head's up to information and doesn't necessarily expect a response from you. If you have something to add however, email etiquette says this is okay, just send the email to the same recipients as the first email.

- When it comes to the "Reply to All" feature in your email, be sure to use your discretion, as in some cases, your comments may not be intended or appropriate for all to view.

1. Formatting Your Emails:

When you are formatting an email, it may seem fun to use all the different font and colors that you can change with a click of a button, but be careful. As a general rule of thumb, if you wouldn't use it on your business letterhead, don't use it in your email. Using the standard black, 10pt or 12pt default font, will maintain the level of professionalism you are trying to convey.

6. Email Attachments:

Email accounts have limits when it comes to how many emails and how much space they take up. You may have a great presentation saved that you'd like to send a new client, but they probably won't appreciate it very much when they didn't ask for it, and its 6M's fills up all the available space they have in their inbox. Your new client might become your missed client. You also need to keep in mind that not everyone has he same programs on their computer. If you send someone an attachment in Power Point and they don't have Power Point, they won't even be able to open it.

Another thing to keep in mind when it comes to email attachment etiquette is that all attachments use the intended recipient's resources, not yours. If you're sending a lot of unexpected large files, it shows a lack of consideration and is a no-no in email etiquette.

If the need arises to send an email attachment that is quite large in size, the polite thing to do is compress the file or zip it. Before even doing this however, the best email etiquette would be to alert the recipient and ask for permission to send the large file. Also, be sure that the other party has the needed software to view the file before you send them one that will be a waste of space.

There are a few times when you should NEVER send large attachments:

- Without asking permission or giving warning

- Over the weekend when the person won't be able to monitor their inbox. Sending a large file may fill up their box, rejecting any new messages the person may need to receive

- And of course, don't ever send a virus, or a file that contains a virus.

7. Can I Use Old Emails from Previous Conversations Again as New?

Sure, absolutely if you want to appear completely lazy. Or if you'd like to forget to change the subject line and continue writing about something totally irrelevant to the previous topic. The answer is no, it's not proper email etiquette to reuse emails. You run the risk of making mistakes and leaving old information in that you don't want to use. If the reason you want to use the old email is for the contacts, then take the list of contacts from the old email and update your address book. Then you can add any of these contacts to any NEW email you wish with one click of a button.

1. Use Common Courtesy in your Emails:

It's important that you always include a salutation as well as a sign off in all of your emails. Common, polite examples are; Hello, Hi, Hi Tom, Thanks Again, Good Day, Thank You, Sincerely, Regards, Hope to Hear From you Soon, etc.

1. Emails that Could be Considered Spam:

If you receive an email advertising some great new product or deal, don't just forward it to everyone on your contact list because you think it's great. No one wants spam, and if you are a legitimate business, you don't want to be associated with type of unsolicited email.

1. Signature files Used Automatically in Email:

Yes, saving your signature and having it automatically insert itself at the end of all of your emails is great! Just don't over do it. Your signature should be between 4-6 lines that include your full name, Business name, URL, email address, and maybe a phone number. The URL should link to your site, or even directly to your sites contact page, so the person can find all the necessary contact information they need.

These email etiquette tips should certainly raise your knowledge of email communications, and help to give you an edge over the other business moguls who are still living in the Stone Age when it comes to computers. You always want to give the impression of utmost professionalism, and with these tips, you can do just that. If you use your new knowledge of email etiquette daily, it will soon become habit and you will be the one critiquing others emails, rather than the other way around.