Sometimes I wonder if I am a bit too sensitive about email etiquette. Does the state of our email correspondence really matter? Consider how many business letters you receive, compared with the number of emails that overflow your inbox Email1and1 . Business emails are so ubiquitous now that they are generally considered to be almost the same as business letters. If your emails to clients, prospects and associates are not as polished as your other business correspondence, perhaps you need to consider the effect that this might have on your brand image.
Now that emails are emerging as the most common form of business communication, we can’t underestimate their importance. In fact, it’s best to have a specific company policy in place with regard to email correspondence, no matter how large or small your company is or how many emails go in and out of your business inbox every day.
DO include complete contact information in your email signature block. It is one of the most common “no-cost” ways of letting people know who you are and what you do. Remember to use your signature block even when you are sending a personal email because anyone can be a potential business associate. This type of signature block also cuts down on additional emails sent to request further contact information.
DO remember that email is not really private. Anyone with access to your computer or network can get in on your communications. Remember that the FORWARD button works like a charm, too, and your email can end up just about anywhere. Whenever you forward an email, remember to delete other email addresses and irrelevant parts of prior messages.
DON’T contribute to a breech of privacy, since you should actually have the writer’s permission before you publish their email message or their email address. In fact, it is a good idea to compose or adopt a legal disclaimer and use it in every email.
DON’T ever send angry emails. Always give yourself time to cool off. Write a reply if it makes you feel better, but DON’T send it, no matter how brilliant you think your comeback is! Be careful about using sarcasm, colloquialisms or foul language. Set those aside for your personal correspondence or, better still, come up with a more creative way to get your point across.