Email is a great way to connect and check in with customers, potential clients, your team, and many others. It’s convenient, quick, reliable, mobile, and everyone has it. The only problem, however, is that unlike phone and video-based communication, email leaves a lot of room for interpretation — and not necessarily in your favor.
With email being such an important form of communication, it’s wise to check and double check your email before you send it. You want to make sure you have top email etiquette, to help create more happy customers and a well informed team. CallHarbor has got you covered, with 4 etiquette tips.
Use a Professional Layout
Using a professional layout is the #1 priority when sending an email for business purposes. If you are sending an email from your cellphone, make sure your work email is selected so you don’t accidentally send an email from your personal email. Although this can be less embarrassing for some than others, it’s still wise to stick to using your same work email for all communications.
Subject line is very important when it comes to the readability of your email. In fact, 47% of email recipients decide to open your email based on the subject line, and 69% of email recipients report email as spam simply based on the subject line. Give your email a short, efficient subject line that makes the reader know exactly what the email is about. You can also gauge the subject line based on who the person is that you are sending the email to, and how well you know them.
Re: Monday’s Meeting
Are You Free Thurs. 12PM EST?
This Week’s Update on Fundraising
June Newsletter Inside
Including aspects that inspire urgency, curiosity, personalization, and relevance will make the reader more likely to open it sooner rather than later. Especially if you put a date or question in the subject line.
Use a greeting and a closing that is as formal or informal as your relationship with the receiver. If it’s Friday and you’re sending an email to a close coworker you can always lead with Happy Friday and end with Have a great weekend. If you are sending an email to someone you don’t know well, a simple Good Morning Michael and Regards, is always effective. Be careful using Good Morning, Good Evening, etc. in your emails however, because you may be sending to different time zones.
End your email with a nice signature block – which is an important part of your email world. Make sure your signature block is clean, neat, and has clear contact information. If you don’t have a signature block, or want to improve yours to look super savvy, Hubspot offers a free email signature generator.
Use Effective Language
The first word you think of isn’t always the best or most effective word to use. Make sure that when you read over your email, you seek out words that you could replace with something to get your point across better. Emails are made of words, and that means the language you use matters.
Take some time to learn about the phrases to use according to your company’s messages. In general, use positive language – of course. Ensure your email guidelines conform to your communications strategy and ensure you’re delivering the right messages to the right people. Striving for consistency can create a universal language between colleagues that will then be noticed by your customers and clients.
Make sure that your spelling, punctuation, and grammar are all on point, and triple-check for typos. Never use snide, demeaning, or angry language. You’ll often regret it later. Your customer emails should also showcase a personal touch and use natural, human language. Remember: every customer support email is an opportunity to grow customer relationships. Be clear, direct, concise, and empathetic.
Provide Clear Information & Resources
We mentioned above that a downside to email is that it leaves a lot of room for interpretation. A huge plus to email, though, is that you can use great aspects such as attachments, links, videos & photos, highlight, bold, etc. Using all of these resources is an easy and fun way to make sure that you are providing clear information and resources so that everyone is on the same page.
Utilize things like bullet points, numbered lists, and separate paragraphs to ensure the person receiving the email understand what your main points are. Having this information organized makes it clear and easy to digest.
Check & Double Check Your Recipient(s)
If you’re starting a fresh email, a little tip to make sure you don’t send it prematurely or to the wrong person is to leave the recipient blank until you’ve finished compiling the email. That way you won’t accidentally hit “send” too early, or hit the wrong person’s name in the eagerness of typing it up.
If you are responding to an email chain, think twice before hitting “reply all.” Does everyone in that email chain really need to see your response? Or is it geared more towards only one or two of them? Nothing is more annoying than receiving emails that don’t pertain to you – so be wise about the reply all button.
Whether it’s your crazy font choice, your informal jargon, or your inappropriate email address, a lot of things can leave the wrong impression when sending out a business email. Make sure your language is effective, your message is clear, and you have a nice professional layout, and your business email will be a success.