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About Business Emailing
Sending emails is commonplace in the business world. Phone calls can be made during inconvenient times, and it is easier to have the time to convey your thoughts through email. Just as one may find tips on talking on the phone, emailing warrants suggestion as well.
The following business article offers emailing insight. A slight blunder can mean a big loss for your business, so it is best to keep the following in mind.
The subject lineSome people may get close to a hundred emails per day. This means they must take time away from their business tasks to check their messages. Subject lines let the recipient know immediately about the content of the email. The subject line is a crucial part of having your message noticed and returned.
Who are you sending the message to? Are you hoping to catch the interest of an editor? Is it your boss expecting the logistics of a report? Is it a coworker needing help with a project? The title of the subject line will help the recipient decide on the importance of the message.
Change the subject line if the subject of the communication changes rather than hitting reply. It will make it easier for the recipient to catalogue messages and find certain ones in retrospect.
ToneWords used in emails must be chosen wisely. When speaking with someone face-to-face they can use your facial expressions and body posture to supplement your words. On the phone, the inflection of your voice helps the other person assess your tone. In email, it is difficult to ascertain a person’s tone.
You do not want your message to be received ambiguously. Reread your messages before you send them. Could any words or sentences be taken in an unintentional way? It is wise not to incorporate humor in emails for this very reason. Unless you are emailing a close friend who knows you well, abstain from using humor altogether.
EditMany people quickly respond to emails to get through the task of checking them. This is an imprudent operation. Misspellings and improper grammar use can make you look careless to the recipient. You do not want to seem insufficient to a potential partner or buyer.
Reread your emails before clicking send. With important emails, it would be wise to have someone else look it over as well. Do not hastily return emails. Take a few minutes to cogitate on their content. You may find you would like to phrase sentences differently, add, or omit content.
OrchestrationPeople have the same attitude towards emails as reading content on Web pages. It is intimidating to be confronted with a huge block of information. Make your points brief and separate them with line spaces or bullet points. If you find you would like to convey a great deal of information, you may be better off picking up the phone and giving the person a call. It will save you time and energy.
Be cautiousThere is a maxim that states, ‘The unspoken word we control, once spoken, it controls us.’ This is also true about emailing. Remember, once you compose a message and hit send, the message is no longer yours. Do not send anything you may later regret. This is another reason to meditate on what you are writing and give yourself some time to further develop your thoughts.
The signatureAlways use a signature at the closing of an email. Your signature can be a great marketing tool as well. You can provide your Web address, pages to new products, your public relations kit, etc. with your signature.
Be patientPeople will answer their emails at their convenience. Some people do not bother responding to emails until the close of their business day. Do not be anxious in receiving a reply; it may take a day or two for the recipient to respond to your message. If your message is one of exigency, then you are better off placing a phone call to the recipient.
The “To” lineIt may seem counter-intuitive, but the ‘to’ line should be the last point of your emailing agenda. I have heard horror stories of people accidentally hitting send before they have completed writing their emails. This is both embarrassing for you and time consuming for you and the recipient. They will have to open two emails from you about the same subject and you will have to start over.