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32 Most Important Email Etiquette Tips

32 Most Important Email Etiquette Tips

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Published by Bernard A Ekoh
Effective Usage of Mails
Effective Usage of Mails

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Published by: Bernard A Ekoh on Jul 24, 2009
Copyright:Attribution Non-commercial

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06/22/2011

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This site explains how to send effective email replies. It discusses why 
email etiquette
is necessary, lists email etiquette rules, and explainshow to enforce these rules by creating a company 
email policy 
Email etiquette
 It is amazing to findthat in this day andage, somecompanies have stillnot realized howimportant their emailcommunications are.Many companiessend email replieslate or not at all, orsend replies that donot actually answerthe questions youasked. If yourcompany is able todeal professionallywith email, this willprovide yourcompany with thatall importantcompetitive edge.Moreover byeducating employeesas to what can andcannot be said in anemail, you canprotect yourcompany fromawkward liabilityissues. This websitediscusses the mainetiquette rules andprovides advice onhow employers canensure that they areimplemented.
'By requiringemployees to useappropriate,businesslikelanguage in all electronic communications,employers can limit their liability risks
 
and improve theoverall effectivenessof the organization'se-mail and Internet copy in the process' 
.
Why do you need email etiquette?
A company needs to implement etiquette rules for the following threereasons:Professionalism: by using proper email language your company willconvey a professional image.Efficiency: emails that get to the point are much more effective thanpoorly worded emails.Protection from liability: employee awareness of email risks will protectyour company from costly law suits.
What are the etiquette rules?
There are many etiquette guides and many different etiquette rules.Some rules will differ according to the nature of your business and thecorporate culture. Below we list what we consider as the 32 mostimportant email etiquette rules that apply to nearly all companies.
32 most important email etiquette tips:
 
1. Be concise and to the point.
Do not make an e-mail longer than it needs to be. Remember thatreading an e-mail is harder than reading printed communications and along e-mail can be very discouraging to read.
2. Answer all questions, and pre-empt further questions.
An email reply must answer all questions, and pre-empt further questions– If you do not answer all the questions in the original email, you willreceive further e-mails regarding the unanswered questions, which willnot only waste your time and your customer’s time but also causeconsiderable frustration. Moreover, if you are able to pre-empt relevantquestions, your customer will be grateful and impressed with yourefficient and thoughtful customer service. Imagine for instance that acustomer sends you an email asking which credit cards you accept.Instead of just listing the credit card types, you can guess that their nextquestion will be about how they can order, so you also include someorder information and a URL to your order page. Customers will definitelyappreciate this.
3. Use proper spelling, grammar & punctuation.
This is not only important because improper spelling, grammar andpunctuation give a bad impression of your company, it is also importantfor conveying the message properly. E-mails with no full stops orcommas are difficult to read and can sometimes even change themeaning of the text. And, if your program has a spell checking option,why not use it?
4. Make it personal.
 Not only should the e-mail be personally addressed, it should also includepersonal i.e. customized content. For this reason auto replies are usually

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