Email Tips

For many businesses today, email has become one of the most valuable aspects of the Internet. With more than 90 percent of online users accessing email accounts on a regular basis, it offers a fast, convenient and inexpensive way to communicate with clients and customers, as well as co-workers. But if not used wisely, email can create headaches for business professionals.

For example, email makes it easy for people distribute messages too widely, such as sending a message to everyone in their address book – in effect, creating “junk” email. Or, because email is so easy to use, messages are often written too quickly, which can lead to errors or misunderstandings. Even worse, a hastily written email may come across as harsh or be interpreted as rude. And too many email users voice their concerns via email – a bad idea.

To help ensure that your email messages say what you want to say and how you want to say it, consider these tips:

Keep it short and simple.

Use office email for short messages, questions or responses. The reader should be able to quickly read and understand your message.

Think before your press “send.”

You never know where your email message might land who might read it. Would you want your grandmother to receive it? Also, remember that emails can be used as evidence in court cases. Do not write anything in an email message that you wouldn’t write in other business correspondence.

Use spell check and grammar check.

Your email is a reflection of you and the company you represent. For some readers, it may form their first – and most lasting – impression.

Call a meeting when needed.

Email is a poor substitute for personal contact. If you think an issue may warrant a face-to-face meeting, it does.