Since computer programmer Ray Tomlinson sent the first email ever on the newly developed ARPAnet in 1971, email has been a part of the business landscape. Over the years, one constant question has been debated: What is the proper way to interact with your co-workers on email? With more employees than ever working remotely, the use of email between co-workers will continue to increase, making this question more timely today than ever.
This week in Promotional Consultant Today, we are looking at the use of digital technology amongst coworkers. In today’s edition, we offer the first six of 12 Crucial Email Etiquette tips for Business Professional from nationally syndicated television etiquette expert Patricia Rossi.
1. Use a Professional Address. If you are using an email account other than your company email address, use one that is professional. Your name in a professional form is the best option (like: firstname.lastname@domain.com). Rossi offers that a Gmail address, which is free to set up and use, is more respected than some domains, like Hotmail.
2. Only Email To Those Necessary. If the email doesn’t apply to the whole company, don’t send it to the whole company roster. The same goes for large groups or departments in the company. Additionally, Rossi notes, don’t hit “Reply All” unless everyone on the list would benefit from your reply.
3. Choose Your Subject Line Wisely. The goal of sending your email is to get it opened and read. The best way to get your email opened is to be as specific as possible in the subject line. Rossi offers the following example: “Our Phone Call at 8 am is Canceled” is a much better subject line than “Today’s Phone Call.” You should also avoid all caps in subject lines, as these emails are frequently sent to spam boxes.
4. Don’t Be Careless. Read your email over for spelling and grammar errors before you hit send. Emails are frequently written and sent quickly as employees have a long list of other tasks to get through in the day, but this is no excuse for sending emails with errors.
5. Avoid Composing It Like a Text. Your email should tend to be more like a letter than a text message. Write out complete sentences, avoid acronyms and don’t use abbreviations.
6. Don’t Use All Caps. Just like with the subject line, when you write in all capital letters, you appear angry. If you are angry, you should cool off before writing emails. If not, don’t write in a style that looks like you are.
In tomorrow’s edition of Promotional Consultant Today we will conclude this week’s series with part two on best practices for sending emails to co-workers.
Source: Patricia Rossi is the host of NBC daytime’s weekly “Manners Minute” which airs in 165 syndicated television markets. Her best-selling book Everyday Etiquette: How to Navigate 101 Common and Uncommon Social Situations (St. Martin’s Press 2011) is currently in its fifth printing. Rossi is a nationally acclaimed business etiquette coach, spokesperson, author and columnist. She has been featured in Bloomberg Businessweek, The Wall Street Journal, The New York Times, USA Today, Real Simple, HGTV and many other publications.
