Posted by: jmwilsonmga | May 29, 2012

Virtual First Impressions – Part 2

Last week, I shared with you a recent email exchange that left much to be desired and my first 7 guidelines for making a great impression over email.  Your email is a reflection of you and your company.  Think of how many emails you send in one day.  That is a lot of opportunity to WOW a client, co-worker, vendor, or whomever you are corresponding with!

Here are my final 7 email etiquette tips.  What do you think?  Have you applied any of these suggestions?

  1. Proofread your message. I can’t stress this enough. Just because it’s an email does not mean that the use of proper grammar, spelling, and punctuation can go out the window.  Nothing zaps credibility and your customer’s confidence in you like an email with numerous spelling and grammatical errors.
  2. Read your email before sending. Read your email from the perspective of the recipient before hitting the send button. Not only are you more likely to catch spelling and grammatical errors, you will also identify areas that may slow the reader down or cause confusion.
  3. Respond quickly. People use email with the expectation they will get a quick response.  Try to reply to all emails within 24 hours, or better yet, within the same working day. If the question is more involved, it’s OK to let them know the answer will take you a bit more time.  Acknowledging the receipt of their email will put the customer’s mind at ease.
  4. When in doubt, spell it out. In business emails, try not to use abbreviations such as LOL (laugh out loud) and BTW (by the way). The recipient might not be aware of the meanings of the abbreviations and in professional emails these are generally not appropriate. Abbreviating can also cause misunderstandings or make you appear lazy. If you are not 100% sure your abbreviation will be clear, take the time to spell it out.
  5. Consider privacy with content. It’s always a safe practice to avoid emailing anything that you wouldn’t want publicly displayed. In the age of the internet, an inappropriate message could be passed throughout your company or the internet in a few clicks.   Play it safe and save confidential information for face to face meetings or mailed correspondence.
  6. Be respectful of privacy – use BCC for large lists. If you’re sending a message to a large group of people always use the blind carbon copy (bcc) feature so other recipients do not see the entire list of email addresses.
  7. Provide a signature line.  You wouldn’t write a formal letter without signing it, so don’t leave an email message without a formal signature line. Always provide your name, company, and contact information when sending business correspondence via email.  Unless you’ve established a casual rapport, it is not OK to sign off with only your name.

About the Author : Julie Stevens, Promotion Coordinator

Julie joined the J.M. Wilson Team in 2003 and serves as the Promotion Coordinator.  She plans our monthly promotional schedules, creates and sends fax and Product Brief email blasts, maintains content on our website, writes and sends press releases, creates and manages printed materials, and promotes J.M. Wilson’s events.  She loves graphic design and that her position allows her to be creative and work on a variety of projects.  Outside of the office, Julie enjoys spending time with her family, photography, scrapbooking, and cooking.

Connect with Julie on LinkedIn

Disclaimer :  This article is for informational purposes only.  There is no legal advice being suggested or proffered.  The author assumes no responsibility or liability for the actions taken or not taken by the readers based upon such information.  This article is the opinion of the author and is not supported or endorsed by J.M. Wilson.  It should not be relied upon and may contain inaccuracies or content may have changed over time, contact your underwriter for the most current and accurate information.  Any comments or responses are the opinions of their authors.  Content on this site is believed to be covered under Fair Use.

Copyright 2012 J.M. Wilson Corporation

Related Posts : “Virtual First Impressions – Part 1” by Julie Stevens, Marketing Promotion Coordinator

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