TAG Blog
Email Etiquette
The Huffington Post had a good article on how to ask a connection on LinkedIn for an introduction. Here are some good examples of how to ask for an email introduction.
Email is one of the most common forms of communication. Not generic newsletters, but every day messaging. Even though there are multiple ways to communicate, email will continue to be one of the most popular. Your business emails are part of your extended brand – both for yourself and for your company – so now would be a good time to evaluate what you can do to get better results. Keep your subject line clear and simple. Be clear what the topic is about. A few words is fine. Don’t forget to start by saying hello and using the recipients name – unless you are going back and forth on a conversation.
If you want your email actioned, keep it short – around 5 sentences. Get to the point. You are more likely to get a response. No need to be abrupt. Read it to yourself and see if it sounds okay. If the content seems on the harsh side and you can’t clearly get your message across easily, you can always pick up the phone to talk. Furthermore, never send an email while you are angry. Use the 24 hour rule, just like they use in hockey. Sit on it for a day, then start typing. Sarcasm is usually hard to come across in an email – unless you know the recipient very well. Just be yourself.
Harvard University neurology professor Rudy Tanzi has outlined a 4-step process to deal with these types of stressful situations:
- Stop yourself from doing what your initial reaction dictated
- Take a deep breath
- Become aware of how you are feeling
- Recall a past event that gave you a feeling of happiness and peace
Try to address your message last. Write the content first, then add the recipient. That way you will not accidently send it before you are finished. Check, and double check that you’re happy with the message, and that it’s going to the right person! Any action required? You can always point it out at the bottom of the message “action required”
To CC or not CC? Who really needs this information. If you wouldn’t include them on the phone conversation, don’t add their name to the email. Be sure to say goodbye, or kind regards, or have a good weekend. Some nice thought to end your message. Also check to make sure the links in your signature are working. If you are sending it outside of normal business hours, you can always send them on a timer. If it’s a new enquiry, maybe from your website, then the best time to respond would be within 5 minutes. And remember – an email can be forever.