With so many businesses online, email communication has become the norm. Actual business letters have become a rare occurrence, because of the ease and swiftness of using email in everyday business manners.
Just because email is a quick and easy way to get in touch with clients and other businesses, it doesn’t excuse you from using correct business etiquette.
Avoid 3 Email Communication Mistakes
Your email may be the only first impression a potential client may have of you, and making major email etiquette mistakes can cost you a client or major sales.
Forgetting Basic Grammar
Spelling and grammar may seem like unimportant details compared to the meat of your possible business deal, but few things brand you as an amateur like sending out a poorly proofread email.
Potential clients, seeing your sloppy grammar and misspelled words, can only wonder what other aspects of your business you treat so casually. Attention to detail is always important, and never more so than when you’re trying to communicate in business.
Use spell-check and a grammar website, and then read over your email yourself after using those processes. Spend additional time checking smaller words to make sure they are used correctly. Words such as “you” and “your” are frequently typed incorrectly, as are “to,” “too” and “two.”
A spell checker won’t pick up these mistakes, as they all read as legitimate words. Show your clients the courtesy of spending a few extra minutes in order to craft an email without simple mistakes.
Not Checking the Tone
Email communication is always open to interpretation unless you spell out every item in great detail. Read your letter for tone as well as content before sending it off to a client or business partner.
If you write anything that depends on facial expressions or tone of voice to communicate its meaning, change it until the meaning is perfectly clear. It is very easy to fall into a misunderstanding when you don’t see the person’s face during communication.
Avoid all forms of humor, inside jokes, comments on controversial current events and anything else not strictly business related. Business emails aren’t meant to be fascinating novels.
They should contain straightforward information with enough detail to convey the information, and nothing more.
The way your email looks is almost as important as the information it conveys. Begin with the subject line. Never leave it blank. Use a business-like statement that lets the recipient know exactly what the email is about.
Use a business return address instead of a personal one. No one will take you seriously if you send out client emails from “firstname.lastname@example.org.” Take the time to create an email account specifically for your business. Do not write the email in all capital letters. Writing in all caps means you are shouting, and any internet-savvy email recipient will know this and respond accordingly.
Personalize the email with the recipient’s name, but use a businesslike approach instead of a casual one. Sign your name at the bottom of the email, and add a return address and phone number at the end for further email communication.
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Avoid these 3 Email Communication Mistakes