Business Email Etiquette -> In the business world, there are few things that can ruin your reputation like unprofessional business emails. They are one of the first means of communication between you and your client or investor and if they are unprofessional and not up to a certain standard of respect, you’ll not receive a positive response.
With an unprofessional email, you could even end up on the spam or trash pile.
However, if you learn how to write business emails properly, your company will thrive.
Therefore, whether you are a beginner or a seasoned business professional, here are 10 Do’s and Don’ts of great business email etiquette.
Business Email Etiquette Do’s
1. Do Write a Relevant Subject Line
A good email starts at the beginning, with a properly written subject line that is relevant to the subject of your email. This is a place to inform the reader what the email will be about and a chance to leave a good first impression. Avoid writing random salutations or things that are unrelated to your email.
2. Do know the culture of the recipient
Different cultures require different ways of communicating. For example, an executive from Japan will think that you are rude if you do not ask about the weather in the first few lines and if you introduce yourself. “Introductions in the Japanese culture are made by a third party. However, a western businessperson will think that it is strange if you don’t introduce yourself. Study the culture and base your email on that”, – explains Christopher Back.
3. Do use a proper introduction
Introductions still matter. Saying things that are internationally accepted at the beginning of your email like `Greetings’ or ‘Good morning’ will set you up for a great communication.
4. Do keep it short
Your email shouldn’t read like a novel. Keep it brief, explain what you need or want from the recipient in few short paragraphs and end it. Say the most important things in the first few lines of the email since for most people that’s all it takes before they decide whether your email is worth reading or not.
5. Do proofread
Grammar and spelling mistakes will only make you seem unprofessional. If you dislike editing and going through your email more than once, here are some free tools and resources you can use to make your job easier.
– State of Writing will offer you an online proofreading guide to help you eliminate all of your mistakes.
– Ukwritings – get formatting advice using this tool, which was also recommended by this Ukwritings review.
– ViaWriting and AcademAdvisor will give you excellent general editing and writing tips.
– Boomessays is an email subject line-generating tool will give you great examples, in case you are still confused on the subject line
– MyWritingWay and Write My Australia are there for you with its amazing business writing tips and guides, for all of your doubts about writing an email.
Business Email Etiquette Don’ts
1. Don’t use emojis
They are not made for business emails and should be restricted to text messages. Emojis are extremely inappropriate for this type of conversation, making you look immature and unprofessional. Stay away from them.
2. Don’t use humor and jokes
Jokes don’t translate well over an email. Even if they did, what you may think is funny, may not be funny to the other side. Some jokes can even be offensive. Sarcasm, irony and humor have no place in a business email either. Other than making you seem unprofessional just like emojis, they can be misinterpreted.
3. Don’t punctuate poorly
Using too many exclamation points is not a thing to do in a business email. Even using one is often unnecessary. Keep to the question marks, full stops, and other unaggressive punctuation marks. There are online tools like Studydemic and Essayroo that can help you with this.
4. Don’t forget a conversation closer
These are required in proper business email etiquette. Use closings such as ‘Best Regards’, ‘Sincerely’, ‘Thank you’ but also other closings like ‘See you at the meeting’, ‘Please let me know if you need any other information’ etc. These will make your email sound a lot better and much more professional.
5. Don’t forget your signature
It’s not only a proper thing to do but it will also let the recipient know who you are and how to contact you. This will make them easy to find you without taking too much time to look you up and they will be more likely to contact you. You can even set it up so that your signature appears at the end of every email with all your information.
Proper business email etiquette is extremely important and you should take the time to learn it so that you can always be sure that your emails are of high quality and that the reader will find you professional and impressive.