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03.02.06
What Do Your Business Emails Reveal About You?
 By
Tim Knox
I am a huge fan of email. In fact, if you do business with me the bulk of our
communication will not be through the telephone, but via email.
Email is quick. Email is convenient. Email takes less time than long-winded telephone
conversations. Most importantly, email gives me an electronic record of my communications
with clients, employees, partners, and vendors; which makes it easy for me to
refresh my quickly-aging memory by easily referring back to our electronic conversations.
As someone who receives and sends a couple hundred emails a day I have to tell
you that I am constantly amazed at how poorly written and unprofessional most
business emails are. I receive emails every day from fellow entrepreneurs that
don't even contain full sentences. They are often rife with spelling and grammatical
errors or typed in all capital letters, and sometimes, are virtually illiterate.
One email I recently received from someone trying to sell me an expensive piece
of equipment actually read, "tom-- what you think -- ready to buy?" First off,
the name is "Tim" and secondly, what I think is: I will take my business elsewhere.
Thank you, drive through.
Why should you worry about how your emails are reviewed by their recipients? Because
in business, you are constantly being judged by your customers, your employees,
your investors, your partners, and your peers. If your emails give the impression
that you don't put much thought into the composing of the message or that you're
too busy to be bothered or that you are a total idiot who can't even use a spell
checker, what do you think that says to the person on the other end?
Email is quickly becoming the business correspondence medium of choice for the
reasons I covered above, and if you don't take the time to learn how to effectively
use email in a professional manner, it will come back to haunt you.
There are rules that should be followed when sending business emails. The website
Email Replies gives 32 tips for email etiquette. Culling from that list and adding
a few of my own, here
are Tim's Top 10 Rules of Email Etiquette that every entrepreneur, executive,
and employee should follow.
Make It Short And Sweet
An email isn't a letter from camp, so don't drone on any longer than necessary.
Keep in mind that reading an email on a computer screen is harder than reading
printed communications, so keep it brief and to the point.
Use Proper Spelling, Grammar & Punctuation
This is not only important because improper spelling, grammar and punctuation
give a bad impression of you and your company, it is also important to make sure
your message is not misconstrued. Emails with improper punctuation (a comma and
a period every now and then would be nice) are difficult to read and can sometimes
even change the meaning of the message. And, if your email program has a spell
checker do everyone a favor and use it.
Include a Signature Block In Every Email
A signature block in an email is the same as the signature block you would use
to end a letter. You should include your name, title, company name and address,
telephone number, email address and website address.
Read
the rest of the article.
About the Author:
Gray Rollins is a featured writer for the Tax Help Directory. To learn more about
small business taxes, visit http://www.taxhelpdirectory.com/accounting1/
smallbusinessaccounting/ and to learn more about tax prepration, visit http://www.taxhelpdirectory.com/incometaxpreparation/
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