A Quick Guide to Using Email
People often ask ‘how did we cope before e-mail’ but using email in your business can have its drawbacks if not used correctly.
Email is a very effective communication tool but often we are inundated with spam. We must make sure we use it correctly.
Below are some tips on basic email etiquette.
Do make sure you target your e-mail appropriately by sending it only to those people who really need to read it or take action as a result of the content.
Always address the person eg Dear Mr Smith. Do not send out emails that start Dear Sir or Madam as they will almost certainly never get read. Who wants a round robin e-mail? They want it tailored to them.
Always be concise and to the point, and structure your message so that it is easy to understand.
Always add a subject and make sure that it is meaningful so that people immediately know what the message is about.
Always use a signature at the bottom of your message (you can do this for replies as well as new emails). The person you are contacting may find it easier to telephone you and they are more likely to do this if your number is instantly available.
Be polite and respectful, and BEWARE OF USING ALL CAPITAL LETTERS AS THIS MAY MEAN YOU ARE SHOUTING.
Be careful with the cc function – while it is useful to be able to copy others into a message,this should only be done when the content is relevant to them. The cc function certainly shouldn’t be used as a means of coercion.
Be careful with attachments – if they are too big the email system may not allow them through
Re-read the email before you send it – this helps to ensure that your message is correct and does not contain any spelling mistakes.