Tips for communicating with your team via email
Communicating in business using email should be kept on a professional level. There are several things to remember when using email in business.
1. Check to see what your company's policy on email is. Many companies will have rules and procedures when communicating using email. Your company may monitor or screen email messages, so make sure you are aware of your company's policy.
2. Keep your message short and to the point. Stick to the subject, don't go on and on about other work related issues unless it pertains to the reason you are sending the email. Non work related issues should be left for personal emails on personal time.
3. Make sure the subject line is relevant to the email subject. Don't leave the subject line empty. What you put in the subject line should be short but to the point.
4. Watch your spelling. Typos and other mistakes can look very unprofessional. Use a spell checker if you can or take a minute to re-read the message you are about to send before pushing the send button.
5. Use proper layout when writing an email. Use short sentences and blank lines between paragraphs. This not only looks more professional but is easier to read and understand.
6. Do not attach files that are not relevant to the subject of the email. Attaching files that have nothing to do with the subject is unprofessional. Keep the files attached to a minimum and only when necessary.
7. Do not write your email message in all uppercase letters. Many times it may seem easier to write a message in all caps but using all capital letters in a message is considered yelling and very rude.
8. Using fonts such as bold or underlining sparingly. These font effects should only be used to accentuate words in your message. They should not be used throughout the entire message. Using bold fonts throughout a message many times can be seen as yelling. So keep the font effects to a minimum.
9. Spell out each word when writing email messages to communicate in business. Avoid using abbreviations such as LOL (laugh out loud) and BTW (by the way) in business email they are not appropriate and not professional.
10. Answer emails quickly. Try to respond to all business email messages within twenty four hours. This is not only professional but it is also courteous.
11. Include a brief signature on your email message. A brief signature on your email message may help the recipient to understand who it is from. This is especially helpful if you are dealing with someone you do not know very well.
12. Read your email message at least twice before sending it. Take a few minutes to read the message you are about to send. This can eliminate typos and other errors.
13. Avoid using URGENT and IMPORTANT in the subject line. Only use such words if the email message is really urgent or important.
14. Chain letters should never be forwarded. If you receive a chain letter do not forward or send to anyone else. The only place that chain letters should be sent to is the recycle bin.
15. Do not reply to spam. When you reply to spam to "unsubscribe" this only confirms your email address is "live" and will only generate more spam. Just hit the delete button or use email software to remove spam automatically.
16. Do not send any email messages that contain racist or obscene remarks. Jokes and other humorous messages may not be as funny to others as they are to you, so leave the humor for personal email messages.
Using these tips when communicating using email can help you to be able to maintain a professional and business like environment.