In business, Email plays an important role in the business growth strategy. As they write to you, they see you. Just like during the first business meeting, we also have one chance on the Internet to exert a good impression. Because although electronic correspondence is today one of the most important tools of work, lack knowledge of the principles of netiquette, can seriously tarnish the image built for years. So it’s important to have an email etiquette courses to fulfill the business needs. What’s worse – the proof is “in writing.” This is why online savoir-vivre is today a necessary skill for proper communication in business.
1. How do I start and end an e-mail?
When editing an e-mail, always fill in the “subject” field, so that the given title informs the recipient of the content of the message in a simple way. When we leave the field empty, we will not only present the not-so-elegant style but also expose ourselves to the risk that the e-mail will fall into the spam folder.
Let’s also remember to be courteous starting the message. An almost welcome formula is welcome (eg Good morning, Dear Madam President, Dear Director, etc.). Let’s leave the popular phrase “hello”. Linguists quite strongly emphasize that this form implies the supremacy of who welcomes you.
This means that only a person with a higher position can apply to us – ie a director, a president and also a client, ie a more important person in the hierarchy. The e-mail should be ended by writing, for example, “sincerely,” and never “greet,” because it is a naughty form. It sounds better “I attach greetings”. It is also worth remembering that in netiquette we do not use capital letters, because they symbolize a scream.
2. Think about what you want to write
Just like with a telephone conversation, the shorter and more concise our message is, the better. We show in this way that we respect the time of the addressee, and we control the entrusted task, asking or informing only about the necessary aspects of the matter or project. So let’s think about what we want to communicate and, above all, who we write to. Unless we were asked for a deeper analysis, let us only describe the most necessary issues in the e-mail.
3. Make sure who the recipient is
When contacting the president – if we have not received a direct e-mail – it is in a good tone to write a message first to the assistant or secretariat. When we write an e-mail to a person from abroad, about which sex we are not sure, let’s first check who the recipient is, for example via social media or by checking the name in the search engine. These extra few minutes of work can save you a nasty slip.
4. Background and colors
Although this tip may seem obvious, not everyone applies to it. The business e-mail template should be transparent – preferably white, and a simple font such as Arial, Arial Narrow or Times New Roman. Under no circumstances, however, do not use Comic Sans. It’s in a very bad style.
The use of colored backgrounds and stationery, however, can make the content unreadable and tiring in reception. For the same reasons, let’s also abandon too much graphics in the footer, because it may not load correctly, what will look sloppy and will make it difficult to display the message correctly.
When choosing a vacation, it’s a good idea to set up a self-response in which we will inform you when we return to the office and who to contact in case of urgent matters. If, for example, a colleague who is doing us a favor, instead of a co-worker at an equivalent or lower position, substitute for us during the holidays, do not put in the autoresponder such data as the cell phone number – unless the person has previously agreed to do so. The alternate email address or telephone number on the reception desk is enough.
However, let’s give up setting the autoresponder by going to a meeting. It is an unnecessary exaggeration. Nobody expects us to sit non-stop at the desk. In the event of a really urgent situation, no one also sends an e-mail and calls directly. Therefore, let us not fill in with the unwanted mail of other people’s inboxes.
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