Last week, we discussed the importance of good “netiquette.” In this post, I will discuss good email manners.
- Avoid sending mass emails. When deciding who to send your email to, cull your list carefully. Be conscious about wasting people’s time. If you do decide to send your email to more than one person, and they do not have each other’s email addresses, please protect their privacy by using the blind copy (BCC) feature. Your email program should have one. Nothing is worse than blasting out someone’s private email address to a group of people they don’t know. This is particularly crucial if you are using email to market your services to your clients.
- Avoid “Reply All.” Again, think about other people’s time. Does the entire group really need to know that you can’t make lunch because you have to work? You have just forced 50 people to open and read a message that is completely unnecessary. It may not seem like much, but in today’s world of data saturation, a minute or two here and there can really add up. Instead, just reply to the person who sent the email. You may need to work with your email program on how to do this properly.
- Use the subject line. Tell your receiver what this email is about. This will help the person receiving the email to quickly place it in context, and it also helps with organization.
- Use Salutations. Before you start typing your message, greet your receiver and use their name. At the end of your message, be sure to identify yourself. Setting up an automatic email signature is a great professional touch. You can include your credentials, and any contact information. You can even include a picture. You should be able to set one up using your email program.
- Don’t spam people. Do not send mass emails out without prior permission. Resist the urge to forward chain mail type emails. If you are doing a marketing campaign for your business be sure you have permission from people before you send them a newsletter or other electronic communication (and be sure to use the BCC feature mentioned above). In addition, be sure to provide them with an easy way to “unsubscribe” should they change their minds about receiving your information. The use of a professional email marketing system such as Constant Contact can be very useful because it automatically implements all of these things, and ensures you are in compliance with good business practices. Nothing says “rookie” like an unwanted email, and nothing says “desperation” better than a constant stream of unwanted marketing materials. By not following proper netiquette, you can alienate the very people you are trying to win over. Not smart.
- Use good grammar. Use the same writing rules online as you would writing a paper for class. Remember you are contributing to your permanent electronic footprint so use correct spelling and grammar. In addition, unless you are texting a friend, avoid the use of abbreviated terms such as “ur” for “you are.” If you can’t be bothered spelling out words…actually I don’t have a rejoinder for this. I typed several things, and guess what? They came off as sarcastic so I deleted them. That’s good netiquette.
Yours in the Joy of Knowledge,
Barbara LoFrisco
