1. A first impression is lasting:
E-mail's ease of use allows us a bit of leeway in our day-to-day
communication. Nonetheless you should ensure you have checked (and
double-checked) your spelling and grammar. Particularly in business messages
where you want to build a trust with people and make them feel confident
about your attention to detail, etc.
2. Reply quickly to e-mails:
Internet time is faster than regular time. Put in place a procedure that
turns e-mail queries around within 24 hours. Do quote a part of the sender's
e-mail. It is unnecessary to remind them of what you're responding to. Save
time by having standard replies or drafts ready for common questions.
3. Learn how to add character to your messages:
Plain ASCII text used within the body of an e-mail is flat and doesn't
allow much room for nuance, tone or humor. By using space, asterisks, caps,
quotes, and other characters, you can emphasize parts of your message, and
also help convey your intended tone. Avoid using all caps as they MAKE YOU
LOOK LIKE YOU'RE SHOUTING.
4. Never send uninvited attachments:
Ask intended recipients whether they accept attachments, and in what
format. For one thing, you don't know if the recipient has the same software
or even computer platform to accept your attachments. Viruses are a serious
issue, and attachments are fast becoming a popular deliver method. E-mails
with attachments are simply deleted in many businesses.
5. Respect cultural differences:
Now, more than ever before, we live in an "global village." You must
remember cultural differences and respect the customs of international
clients. Be formal in e-mails until you are confident that it is appropriate
to adopt a more casual tone with clients and potential clients. It's good
practice to avoid informal writing that may offend, such as slang, bad
language and nicknames.
6. Never send unsolicited mass e-mails:
They may seem like a good marketing idea, but they will damage your
reputation. Learn how to build your own opt-in mailing list.
7. Don't e-mail when you're angry:
Because plain text in an e-mail is so flat, people can often misinterpret
the "tone" of a message. If you receive an e-mail that makes you see red, wait
24 hours, as difficult as it may seem, before responding. Give the sender the
benefit of the doubt, and respond in a courteous manner. More often than not
the person did not intend to sound as harsh or off-putting as their message
came across.