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It is amazing to find that in this day and age, some companies have still not realized how important their email communications are. Many companies send email replies late or not at all, or send replies that do not actually answer the questions you asked. If your company is able to deal professionally with email, this will provide your company with that all important competitive edge. There are no hard rules, but there are many hints and guidelines that can assist you email efficiently and creatively.
We are sure that these simple suggestions can help make all kinds of email communication more effective.
1. NEVER EVER TYPE IN ALL CAPS! Online, all-caps means shouting. Regardless of your intention, people will react as if you meant to be aggressive.
2. Do not attach unnecessary files. By sending large attachments you can bring down the receivers e-mail system. Wherever possible try to compress attachments and only send attachments when they are productive. Do not attach documents without knowing if a person can or wants to receive attachments. In this day of difficult access and email viruses, many people avoid attachments all together. If you have a document, alert people to the existence of a document and ask them to request a copy.
3. Always proofread your email for spell check & grammer check before you sent it.
4. Respond promptly If you want to appear professional and courteous, make yourself available to the sender. Even if your reply is, "Sorry, I'm too busy to help you now," at least the sender won't be waiting in vain for your reply.
5. Acknowledge receipt of important emails within 24 hours even if you are going to respond to the content later.
6. Don't leave out the message thread. When you reply to an email, you must include the original mail in your reply, in other words click 'Reply', instead of 'New Mail'.
7. For emails you receive listing many recipients, do NOT hit "reply all" unless you really want everyone to receive your reply.
8. Do not forward generic non-work related mails on regular basis by sending to everybody.
9. Write briefly and succinctly. Bullet points can be effective.
10. Write a meaningful subject line.
General Email Tips and Practices :
Clear your in-box every saturday (or once a week).
Use filters to organize your mails. (Filters are tools built into your email system that allow you to store emails in folders).
Thanks ,vey well written,basic facts which we forget to follow.
Free Member, Joined :12/11/2002
No of Topics Posted : 0
Reply/Comments : 6
This article is really very practical and useful. Nowadays not only people who works on computer but also the companies that employ others to communicate with foreigners pay little attention to the E-mail etiquette. When they are asked whether they need some advanced translators to deal with their business e-mail, they will shake their heads and say that anyone who knows some English can deal with it. They think nothing is important except the meaning. Actually, there are other points that are more, or at least the same, important than the information itself. Therefore, both the workers and the employers should pay enough attention to e-mail etiquette rules.
This article can really give us a lot of help.
Free Member, Joined :08/03/2007
No of Topics Posted : 0
Reply/Comments : 1
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