If you are a consummate professional you know that putting your best foot forward at all times is just what you do.
E-mail is an ideal tool to handle routine matters and bridge time zone differences. Tenets of the well-behaved message E-mail has conditioned people E mail etiquette expect a rapid response, but if you rush to handle something complicated, you may leave out background material, omit important details, or phrase things in a confusing or even offensive way.
Julie Freeman International Association of Business Communicators You already know the basics of clear e-mail communication: State clearly whether you expect action or your message is simply for the recipient's information, copy only people who genuinely need to know, and remember to use a professional, appropriate tone.
Doing business across countries or cultures requires you to keep other issues in mind as well, says Julie Freeman, president of the International Association of Business Communicators IABC.
Colloquialisms and jargon can cause needless misunderstandings, even among people who think they speak the same language. For example, in American English, to "table" an issue means to set it aside until later.
In British English, the same phrase means to discuss it immediately. Unless you know the recipient well, start your e-mail message with "Dear [Name]" or "Hello [Name]", and end it with a standard closing such as "Best regards" or "Sincerely.
Avoid references to politics, religion, local issues, celebrity gossip, and other potentially offensive or confusing topics. A message sent during the workday in Paris will arrive well before the start of office hours in Vancouver.
You probably won't get your answer before you leave your desk that night. If you need a faster response, use the phone and leave a number where someone can reach you after hours.
When e-mail might be dangerous Situations that potentially involve conflict and strong emotions always deserve a phone call or a meeting, Freeman says. Tone of voice and nonverbal cues are important when you must address disciplinary measures, layoffs, bad news, apologies, and other sensitive topics.
Surprisingly, business email etiquette also falls short at the very start of business relationships, says Matthias Glowatz, MBS, a business lecturer at the University College of Dublin in Ireland. More important, your company cannot tell from a cold contact if a question is genuine and will lead to a business transaction.
If your company receives e-mail asking for information not readily available on your Web site, Glowatz says, a quick phone call may save you from sending strategic details to your competitor.
Focus on clarity in your message What makes an e-mail message effective in any language? Help your e-mail messages convey the message you intend with a format that makes your points impossible to miss. P — What is the purpose of the message, and does the purpose relate to an objective?
State both clearly in the first two sentences.
You can include background information later in the message. A — What action is needed, who is responsible, and when must it be done? This information should immediately follow the purpose. If more than one person is receiving the message, indicate their names in bold with the relevant information for each person.
S — What supporting documentation does the recipient need? Provide all the information required to take the action you request provide this information either as an attachment or in the body of the e-mail message.
S — Does the subject line effectively summarize the message? A reader should be able to anticipate what your e-mail message says before opening it. Write the subject line last so that it accurately reflects the content of your message.
Omitting The Subject Line We are way past the time when we didn't realize the significance of the subject line. It makes no sense to send a message that reads "no subject" and seems to be about nothing. Given the huge volume of e-mail that each person receives, the subject header is essential if you want your message read any time soon.
The subject line has become the hook. Your e-mail will have lots of competition. Start a new message if you change the subject all together. Begin with "Dear Mr. E-mail has no body language. The reader cannot see your face or hear your tone of voice so chose your words carefully and thoughtfully.
Put yourself in the other person's place and think how your words may come across in Cyberspace. Forgetting To Check For Spelling And Grammar In the early days of e-mail, someone created the notion that this form of communication did not have to be letter perfect.
· E-Mail Etiquette Introduction. This document [ Adobe Acrobat (pdf) version] is intended to offer guidance to users of electronic mail (e-mail) systems. This is not a "how-to" document, but rather a document that offers advice to make you more computer-worthy (probably more worthy than you desire) and to prevent you from embarrassing yourself at some point in the near attheheels.com://attheheels.com · Your e-mail signature is a great way to let people know more about you, especially when your e-mail address is does not include your full name or company.
-- Pollak attheheels.com Email communication, even in this day and age, has not been given the importance it deserves in most organizations. Most professionals do not understand, or even know, how they should draft emails and what the proper email etiquette at work attheheels.com://attheheels.com · Email Etiquette Checklist Introduction Email is integral to both business life and personal communication.
It is also, however, an easy tool to Email etiquette is the observance and communication of generally accepted standards of sense, grammar It is a breach of data protection legislation to pass on e-mailattheheels.com~/media/Files/Campus CMI/Checklists PDP. · Remember that reading an e-mail is harder than reading printed communications and a long e-mail can be very discouraging to read.
2. Answer all questions, and pre-empt further attheheels.com://attheheels.com · E-mail messaging fails to convey the nuances of verbal communication.
In an attempt to infer tone of voice, some people use emoticons, but use them sparingly so that you don't appear unprofessional.
Also, don't assume that using a smiley emoticon will tame a difficult attheheels.com://attheheels.com