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| The difference between personal and business
e-mails: |
E-mail has changed our lives both personally and professionally. It is an efficient, easy and even fun way to make plans with friends or bounce ideas off co-workers. While it is more informal and conversational in nature than paper-based communication, it is important to remember that
not all e-mails should be created equally.
You use a different tone when speaking to friends than when speaking to business associates right? Well that same courtesy and professionalism should apply to business e-mails as well. For example, an e-mail to a friend might read:
"hey had a gr8 time yesterday :) we'll chat soon. later, me".
While that same information when sent to a business associate might be written:
"Dear Mr. Smith:
Thank you for taking the time to meet with me yesterday. I look forward to speaking with you in the near future.
Sincerely,
Jane Doe
Chief Financial Officer
Jane_Doe@yourcompany.com".
A distinct difference exists between the personal and business e-mails.
Business e-mails should be short and concise. Most people are too busy to read lengthy e-mails searching for the point. It's also important to include your name, title and your own e-mail address so the recipient knows who you are and how to contact you. This information is called the signature and most e-mail programs allow you to set a default signature to appear at the end of each e-mail.
You probably won't be hired or fired based on your e-mail etiquette (or e-etiquette). But keep in mind that your business e-mail communication is a reflection of you. Use your judgment and remember to think before you click send.
5 ways to improve your business e-etiquette
1.USE PROPER SALUTATIONS AND SUBJECT HEADINGS.
A simple, "Hi, Joe!" or "Joe:" is fine when addressing co-workers or outside clients you've met before. But use the more formal "Ms." or "Mr." salutations when e-mailing new clients or those higher on the corporate ladder. As for the subject box of an e-mail, think of it as the RE: (regarding) line of a memo. Don't leave it blank, just keep it short and to the point.
2. AVOID USING ALL CAPS.
In the world of e-mail something typed in all capital letters denotes SHOUTING and most users consider it rude. Use caps ONLY when trying to emphasize a point.
3. CHECK AND RE-CHECK BEFORE SENDING AN E-MAIL.
Make sure the addresses in the "To" box are spelled correctly and are in fact the people that you want to receive the information. It's a good idea to type the addresses only after you've completed the rest of the e-mail to avoid any potentially embarrassing situations. It is unprofessional to send e-mails filled with spelling, punctuation or grammar errors. Most e-mail programs contain built-in features that can check for proper spelling and grammar. Use them.
4. ASK THE ORIGINAL SENDER'S PERMISSION BEFORE FORWARDING AN E-MAIL.
You should always get the original sender's permission before forwarding their e-mail on to others. Although it may seem harmless, it may contain information that the original sender did not intend for others to read.
5. REMEMBER THAT CERTAIN SITUATIONS STILL REQUIRE FACE-TO-FACE COMMUNICATION |
You know it's time to join E-Mail Anonymous
when...
- You wake up at 3 am to go to the bathroom and stop to check your e-mail
on the way back to bed.
- You name your children eudora, aol and dotcom.
- You turn off your modem and get this awful empty feeling, as if you just
pulled the plug on a loved one.
- You spend half of the plane trip with your laptop on your lap...and
your child in the overhead compartment.
- You laugh at people with 14.4-baud modems.
- You refer to going to the bathroom as downloading.
- You can't call your mother...she doesn't have a modem.
- You check your mail. It says "no new messages." So you check
it again.
- You move into a new house and decide to netscape before you landscape.
- You tell the cab driver you live at http://1000.edison.garden/house/brick.html
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