Using Common Courtesy on Business Emails
Email is a really big part of business. There is not a workplace around anymore that does nothing with email communication. Since it is used quite frequently, you need to know how to use it properly and effectively to make a difference. Here are some of my suggestions on how you can use it and make a difference on what you are trying to say.
Email can be used to set up meetings. This is very effective because now a days it is rare that you can actually find anyone in person, yet find them at their phone. People in the business world check their email frequently, therefore, you will be able to talk to them more quickly. If you are setting up a time to talk to them either in person or via telephone, ask them in an email.
Email is more casual. While this is true, you want to make sure it is as professional as you can possibly make it. You need to remember that you are in a workplace and that slang and lingo you may use outside the workplace may not be appropriate. Know your audience before you send an email. You talk two different languages between your boss and your best friend.
How are you writing your email? Are you using all capital letters, or are you writing "LOL" after every sentence. Pay attention to what you are saying, and read it back to yourself to make sure that your audience will be able to understand what you are trying to say. Make sure you are signing your name, and how you will be able to be reached.
Check your spelling. This may sound so silly but it is one of the most important things to remember. It looks so unprofessional when you are sending out a message that has even one error. Grammar is also important. Are you using effect or affect? If you are unsure what is right and what is wrong, check with another person to make sure that you are correct.
Never send an email in all CAPS. This is bad for several reasons. First of all, it shows that you did not put any effort into what you are trying to say to them. You just pushed a couple a buttons and hit send. Also, it looks like you are shouting to them. Though you may be trying to get a point across, you do not want them to think that you are yelling down at them.
Using these tips will help you be able to write emails more effectively to be able to get your point across and not offend anyone. If you are unsure what you are sending is appropriate, check with someone nearby.
