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Personal e-mail is quite different in nature from business communication. However, as you transition into the workforce, you will learn that e-mail is an integral form of communication for all businesses. In this environment, it follows the rules of business communication.
E-mail as a Business Letter
Treat e-mail as a basic business letter:
- E-mail makes writing, sending, and receiving communication fast and easy, however it is still a formal means of business communication.
- It is important to remember the basics of letter writing when composing your message.
- Always include a salutation, closing, and signature.
- Signatures should follow your company's rules.
- In general, it is okay to include your company's mission, but no other catchphrases or quotes.
- Be polite and professional in your tone.
- Reread all messages before sending.
- DON'T SHOUT! All caps is considered rude, in addition to being difficult to read.
- Consider recipient's perspective when selecting words.
- Choose positive language rather than negative.
- Include a subject in every message.
- Be clear and concise.
- Format body in block format (align left, double space between paragraphs).
- Use standard fonts.
- Do not use colored backgrounds or text.
- Avoid formatting in Rich Text or HTML. This formatting may be unreadable by some recipients.
- Use proper grammar and spelling.
- Avoid overuse of punctuation including exclamations or quotation marks.
- Write in complete sentences.
- Use your software's spell-check function before sending.
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Company E-mail Policies
Read and follow your company's e-mail policies. All companies have their own policies. Here are some basic guidelines they will typically include:
- When using work e-mail, you represent the company you work for.
- Remember that e-mail is never private.
- Confirm whether your e-mail is being monitored by supervisors.
- Don't write anything you wouldn't want made public.
- Never use e-mail to communicate proprietary or confidential information.
- Do not send personal criticisms of an individual, team, or company.
- Limit personal use of e-mail.
- Don't forward jokes, spam or non-business related content.
- Use personal e-mail accounts for communication with friends and family.
- Sign every e-mail with a standard signature block.
- Should include your full name, additional contact information, and possibly your company's mission.
- Don't include personal catchphrases, mottos, or favorite quotes.
- Do not send attachments larger than 2MB without permission from recipient.
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Do's and Don'ts of E-mail Etiquette:
- Keep it short and simple.
- Take your time in responding.
- Think responses through before drafting.
- Do not write e-mail when you are upset or angry.
- If you're unsure of the tone of your message, send a draft to a colleague for review before sending.
- Do not forward jokes, chain mail, virus alerts or other non-business related items.
- Virus alerts should come to staff from the organization's IT department and should not be forwarded outside of the organization.
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Helpful Sources:
Sources for other business culture skills:
- Purdue University's Online Writing Lab (OWL): offers resources on how to write in different academic fields.
- Executiveplanet.com: Executive Planet offers guidelines for appropriate business behavior in more than 20 countries. From how to behave at dinner with a client to whether to begin a meeting with small talk, this site gives a good overview specific to each country. Each country's culture is described by a qualified "tour guide" whose own Web sites and contact information is displayed.
- Businessculture.com: though not as detailed as executive planet, and more focused on financial business, this is a good resource for culture information on a wide range of countries.
- Sideroad.com: get e-mail advice from experts.
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