The 5 Don'ts of Professional E-Mailing
Holding the corporate positions that I have, and dealing with many other people in corporate, even though some people I only spoke with over e-mail, I made my judgement of them solely off of their e-mails that they sent to me, and it was not always the way that they would want to be judged (the judgement on my end may not have been true, but I only made a judgement based on the evidence that I was given, the e-mail). Granted, those people may have been very highly educated and very proper, but when you are e-mailing someone, you should be taking into account these 5 factors at all times to ensure that you have a positive judgement after the recipient reads your e-mail (If you do not follow these don'ts currently, do not be offended, as I am only providing these don'ts as a means of pointing them out to help you):
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- No E-Mail Signature So we are past the point of signing each e-mail by hand, right? Because of that, there is no reason not to sign each of your e-mails, as it can be done automatically for you. Use the automatic signature function of your mail client (Outlook, Thunderbird, etc.)! When people are reading e-mails, make sure that when they go through the trail of e-mails, they can see where every individual e-mail came from, and who it was sent by according to the signature. Having a signature adds that professional touch to make someone take you seriously and know that you mean business. Simply add a salutation, your name, title, and the company which you represent. Some people include their phone number, etc., but in some positions you may only want e-mails, so that will depend on what methods by which you would like people to contact you.
- Unprofessional E-Mail Signatures I don't even know where to start here, as I have seen absolutely everything from signatures that looked like someone puked out a rainbow (yes, each letter is a different color, and they included every shade of every color possible, and I have seen that on a few occasions) to no signature at all. The main point here is just to look at how your signature is assembled and make sure that it will give that level of professionalism that you are looking to convey.
- Smileys and Emoticons Smileys and emoticons (frown faces, tongue stuck out, etc.) are a no-no that most people know about. If you are looking for people to see you as professional, let your words express your emotions.
- No Capitalization of Your Name in "From" Field of E-Mail (What not to do: "sue smith"; What to do: "Sue Smith") As you have heard, the first impression is always the most important. If you look like you don't know how to capitalize your own name, the recipient probably won't think that you know much about anything since it is such an easy task. If you don't know how your e-mail "From" name is presented to a recipient, send yourself an e-mail and look at the "From" column of that e-mail in your inbox (before you open the e-mail).
- Grammar, Punctuation, and Spelling You don't have to look like you write for the New York Times when you send your e-mails, but make sure that before you hit the send button that you put some thought into the contents of your e-mail, ensuring that all your i's are dotted and t's are crossed, and that you convey the most professional manner possible. Don't be afraid to consult with an online dictionary to ensure your words are spelled correctly or an online thesaurus to ramp up your perceived intelligence.
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Posted in Law Post Date 12/05/2016