Email etiquette tips to create a positive impact

Do you think you are good at composing emails? Today, email has become the most preferred mean of communication, due to the huge benefits it offers. Email is also economical, when compared to other modes of communication. You need not bother about the style or content, if it is a personal mail. But, when it comes to business, it becomes mandatory to follow some email etiquettes. Still, there are companies that have not recognized the importance of the email communication. Imagine, if you send a mail, but receive a late reply or no reply at all, how frustrating it would? Similarly, person who sends you the mail would feel the same way. If he/she is your client or customer, then your business is gone for a toss.

Like a late reply, an ambiguous email is of no importance to the recipient. Some emails can raise some liability issues to the concerned company. Such circumstances can be avoided by teaching the basics of email etiquette to the employees. Here are some few to help in enhancing your email composing skill.

Lets start with the 'To'. You better fill this box after complete writing the mail content. If you want to distribute emails privately to multiple recipients, use BCC. Coming to subject, it should be precise and the receiver should conclude what the mail is all about.

Start the mail with greeting. Remember that your content should be concise and to the point. When are replying, ensure that you answer to all the questions of the sender. Once you finish composing, read through the mail once. Do a spelling and grammar check before sending. Don't forget to include your signature, especially in the external mails. Also, adding disclaimer to external and internal mail would help business organizations to get rid of liabilities.

Attachment is another important factor to be considered while sending an email. Attach files, only if necessary. If it is a huge file, better compress it.

Forwarding of chain letters should be strictly avoided in an office environment. If you receive any, just delete it.

Capital letters are used only to show that the sender is irate, which could fetch some unwanted response. Hence, it is better to avoid sending text mails in capitals. Likewise, abbreviations and emoticons should not be used in professional mails, because the recipient might not be aware their meaning. An email is like a postcard, hence it is better not to use to discuss confidential information.

These are just the few etiquettes to be followed while sending business mails. Lot many other things are left unmentioned here. If you like hone your emailing skills, try attending a real-time workshop.