E-Mail has been around for years now, yet we still need to revisit this topic. Society has gotten lazy about punctuation, grammar and content when e-mailing. As a Virtual Assistant, 99.9% of my business involves e-mailing and sometimes the tone or meaning of an e-mail can be misconstrued.
We all can use these 5 tips when sending and receiving e-mails from clients.
- Facts, Just the Facts – E-mails are short communications. Keep it simple and only include what is necessary to get your point across. If the message is personal and lengthy, pick up the phone.
- E-Mail is NEVER Private – You never know who will get bcc or forwarded your e-mail so keep the content to the topic and never include personal issues that won’t offend if it gets out.
- Always Include Specific Subject Line – this will help the recipient decide the importance of the content with an out of control inbox.
- Respond.. Respond.. Respond – Rule of thumb is to respond as quickly as you can, you don’t want to leave people hanging. If you know, let them know in a quick response. Respond no later than 24hrs.
- Last but not Least, Spell and Grammar Check Please – Not only with spell check, but actually read what you are sending, spell check does not check everything.
Keep these 5 in mind when e-mailing to clients and co-workers. Implement these and you will save time and be more productive!
A few extras to think about before pressing send:
- Delete Chain E-mails
- Do Not “reply all”
- Ask before sending huge attachments
- Use Acronyms Sparingly
- Keep it to one subject per e-mail