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Keep Emails Professional
Posted on August 21, 2007
Emails are often misread, misinterpreted, and misunderstood. Society has transformed email into a shorthand way of communicating, so without structure/protocol, your emails WILL be misread, misinterpreted and misunderstood.
Email trails often follow the format of the originating email for short email trails and follow the format of the latest reply in longer email trails. It's possible to maintain professionalism or restore it, if you follow the simple rules below:
- Rule 1 – Choose a subject that summarizes the subject and topic. For projects this may be the name of the project followed by the topic of interest (i.e. Job Number 1367 – Material Options)
- Rule 2 – Always address the email to the person you intend to read it. Emails are often sent to many people when only person needs to respond. This person should be addressed in the first line of the email (i.e. Dear John,).
- Rule 3 – Use a signature in all your emails. Most all email software has functionality built in that allows you to save a signature. Options are also available to have the signature appended to new messages when replying, so set this up and use this feature. Always include your name, company, email address and telephone number in the signature.
- Rule 4 – For the sake of Pete....proof the message.
- Rule 5 – Don't expect everyone to know what "lmao" means. These acronyms, or whatever they are called, are only understood by people that "IM" and "Text".