10 Things to Consider Before You Send the Next Email

Jan 24, 2010 Posted by Lara Kannan
10 Things to Consider Before You Send the Next Email

Email is the primary mode of communication between Internet users. You use email to network with other bloggers, to grow your online business, to convert potential prospects into clients and so on. The micro blogging sites like Twitter, Facebook may have changed the way we share information but when it comes in communicating with web users, email is probably the simplest and universally accepted option.

Having said that, it's obvious that you should pay attention to all those emails you send everyday. Here are a few tips for maintaining proper email etiquette:

1. Use a meaningful subject.

Just as a meaningful title makes a reader read a blog post, a meaningful subject of your email sets it apart from the crowd. A meaningful subject saves time as the recipient can grasp your idea quickly.

For example: If you want to post a guest article at Dailyblogtips and want to contact Daniel, use the subject line as "Guest article" rather than "Hello Daniel".

2. Skip the introductory paragraphs, jump directly to the point

When you are writing an email, keep the purpose in focus. Do not make the email longer by adding unnecessary introductions or links. The person whom you are writing the email may have dozens of emails to read and if you make the email long and boring, he will rather skip reading it.

Thus, avoid the boring intros and jump directly to your point. It saves time at both ends.

3. Use saved templates for answering commonly asked questions

If you get frequent emails where readers ask you the same questions, spend some time writing a template and save it in your drafts folder. Whenever you get a similar message to which you have replied before, just paste the template into the email message.

4. Add a human touch. Make it personal

I just said using templates to answer commonly asked questions. But do not overkill by making everything automated. There are some emails that will need your personal attention. So spend some time on them and try to provide some value. Not only you will get respect from the receiver, it also adds an impression that you care about your prospects.

5. Never write in capital case

WRITING AN EMAIL IN CAPITAL CASE makes it difficult to read and the receiver will get annoyed for sure. Hence, do not write an email in capital letters or else your message might end up in the trash folder.

6. Stick to the proper message thread

Including the earlier conversations in your reply is a good habit. The receiver might not remember the subject and the progress of each and every conversation. Hence an email without a thread will surely frustrate the receiver and he will have to spend some time searching for earlier threads of the conversation.

Gmail automatically includes the threads in your "reply" messages. Whenever you are replying to an email conversation always click "reply" instead of composing a new email message.

7. Read the email before you send it

Before you hit the send button, read what you have just typed. There may be spelling and grammatical mistakes which might have slipped through. Try to read the email from the receivers angle and see if it delivers the same meaning which you are trying to convey.

8. Don’t use abbreviations, slang and emoticons

Business emails should be formal as they reflect the posture of your organization or company. If you lower the weight of your business email by adding lots of abbreviations and smilies (e.g., LOL and :) - smiles ), chances are there that your clients won’t take you seriously.

9. Be careful with formatting

Do not try to decorate your email message with lots of colors and formatted stuff. If you unnecessarily highlight text, the email can appear to be spammy. As a general rule, use black color on a white background.

10. Use short and simple sentences

Email’s should be simple to read and should convey the meaning as quick as possible. Never think that if your writing is Shakespearean, the recipient will take interest in reading it. Keep the sentences short and simple and never write an email when you are angry – it reflects.

Do you take care of all of the above mentioned emailing habits ? Let us know through the comments section.

Hope this will be useful.

Source : DailyBlogTips


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