The Future Of Technology


Email Do's and Don'ts

Posted on December 13, 2011 at 12:30 AM

Despite the fact that social networking is anticipated to replace traditional email, there is still some resonance with the electronic exchange of messaging.

One thing I’ve noticed as a young professional is the messages you communicate other than the basic content within an email.

 For example, if you write an email to your boss and you use ALL CAPS, it can be interpreted as yelling.

Or if you choose to just capitalize some words, but not others within the sentence, it is nowadays perceived as a “punch” word.

 An example of this comprises the following:

 Hi John,

 How are YOU today?  I’m doing well.  Please make sure the project is completed BY THE END OF THE WEEK.  Call ME with any questions.



As you can see from the example above the words, “YOU, BY THE END OF THE WEEK, and ME,” are interpreted with more emphasis.

 Additionally, punctuation is a communication tool of its own.

 A person who is educated and detail-orientated is more likely to provide a comma in the appropriate places versus someone who is not.  Your recipient’s perception of you will increase by the simple usage or failure of usage of a question mark or exclamation point.

 Another key component to composing an email is spelling.

 Let me offer some words of advice. Use spell check. Use spell check. Use spell check. Oh hey, did I mention use spell check? I can’t tell you how many times I’ve received an email and it has a misspelling.

 If is something minor, I usually disregard it and proceed to interpret whatever the sender intended in the message, but if it is a continual problem it’s either one of two things. One, the person doesn’t know the red dots under the word indicate a misspelling. Or two, the person is lazy. If this is the case, I utilize their frequency of misspellings and message to determine its importance.

 Additionally, the greeting and the closing are crucial parts of enhancing your email etiquette. I look at it as the two slices of bread you’re putting on a sandwich.  The contents of the sandwich wouldn’t be complete without the outer layers. 

 As a general rule of thumb, I start my emails with Hi [name], or Greetings [name]. Everyone has their own style, so with me, I usually just stick to one of the two.  It sets the tone of the email as warm, which in most business settings is something you want.

 For the closing, I try to get creative because I believe your message will resonate with your audience better, if you have a stronger closing.

 Let’s face it, in grade school we were all taught to close our letters with:



 To me, unless you’re writing to an acquaintance or possible business contact, “Sincerely” reminds me of the Wild Wild West and the Pony Express.

 Let’s think outside the box.

 I saw a closing the other day that read:

 ”I’m really looking forward to our meeting and helping YOU get one step closer to achieving your goals.

To your success,”

John Doe

 Despite the fact that this person may not actually care about my success, they really made me feel warm, fuzzy, and POSITIVE! Thus, I am more likely to do business with them and be more responsive based on their closing!

 Above all things I’ve mentioned, the best advice I can offer is to reread your message and take time to fix your mistakes. The little amount of effort you spend in fixing your mistakes could lead to a potentially large business partnership or contact in the future…


Categories: Business Help

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