For many businesses, computers are a means to simplify communications through the use of email. In this quick tip, we wanted to review some basics for professional email communication. A company should implement etiquette rules for the following reasons:

     • Professionalism: by using proper email language your company will convey a professional image
     • Efficiency: emails that get to the point are much more effective than poorly worded emails
     • Protection from liability: employee awareness of email risks will protect your company from costly law suits

Some rules to follow:

Be concise and to the point
Answer all questions, and pre-empt further questions
Use proper spelling, grammar, and punctuation
Make it personal
Answer promptly
Do not attach unnecessary files
Do not overuse the high priority option
Do not write in all CAPITALS
Read the email before you send it
Do not overuse Reply to All
Use caution with abbreviations and emoticons
Do not forward chain letters
Do not copy a message or attachment without permission
Use a relevant subject line
Avoid using URGENT and IMPORTANT
Use short sentences
Keep your language gender neutral

The first step to enforcing email etiquette in your business is to create a written email policy. This should contain all the dos and don’ts concerning the use of your company’s email system. The second step is to train your employees to understand the importance of email etiquette. Lastly, you should implement rules that can be monitored using email management software and email response tools. If you need help with these steps, please contact Kotori Technologies, and we will be glad to assist you.