Email is fast, effective and the primary way we communicate, though I think texting is catching up quickly. While email is certainly a more informal form of communication, old-fashioned letters seem to be a thing of the past, so we should be reminded of some basic rules and respect when using email.
- Think about your subject line. For someone scrolling through their inbox, a subject line that gets straight to the point saves time.
- Don’t get mistaken for Spam. Avoid subject lines that are in all caps, all lower case and those that include URLs and exclamation points which tend to look like Spam.
- Keep it short and get to the point. You should state the purpose of the email within the first two sentences.
- Avoid using shortcuts to real words, emoticons, jargon, or slang. If you wouldn’t put a smiley face on your business correspondence, don’t put it in an email message.
- Don’t send large attachments. Unexpected giant attachments can clog up inboxes, freeze mobile devices and generally be very annoying. Use a file-sharing service and provide a link where files can be downloaded.
- Get a fresh start. Replying back and forth is quick, but when starting a new topic it is appropriate to start a new email. If you have been emailing back and forth regarding a meeting time, it is time to start a new email when you have a question about a project or proposal.
- Set up specific signatures for all email accounts you access on any device. Don’t get overly complex when formatting your email signature. Complicated formatting, logos and graphics often get lost in translation, resulting in annoying attachments or “images not displayed” messages.
- Go offline. Sometimes things simply can’t be conveyed properly in an email. Avoid misunderstandings and simply pick up the phone, talk it out, or arrange a meeting. Research shows we default to a negative interpretation of others’ words when we don’t have their tone of voice and body language to make their meaning clear.
We heavily depend on email communication in our business, but don’t forget the effectiveness of going “old school.” Some things are worth pulling out the stationary and investing in that forty nine cent stamp. Handwritten thank you notes for referrals, someone’s time, or gifts are effective and very memorable.