Keeping up on the ever-changing rules of the Internet and the World Wide Web can be hard, especially when we have more information than we know what to do with. This list of 20 rules of e-mail will help prevent you from stepping on toes or landing yourself in spam.
Rules of E-mail
- Keep it brief and to the point.
- Use bullet points to make a long e-mail easier to read.
- Don't use "text speak". Spell everything out and make it grammatically correct.
- Personalize your e-mails; recipients want to feel special, not another number on your list.
- Spell the recipient's name correctly.
- Be courteous to your recipient and include a salutation, at least for the first few e-mail exchanges in a single e-mail chain.
- Take your time writing your e-mail to make sure your message makes sense and the tone is right.
- If you are requesting action from your recipient(s), say "Thank you".
- Don't say "Thank you in advance" or "I appreciate a timely response".
- When your recipient responds to your e-mail, thank him.
- If you receive no response from your recipient, give him the benefit of the doubt when contacting him again.
- Keep the information relevant, and remove irrelevant information from prior correspondence if forwarding to others.
- Don't tell your whole life story. See tip No. 1.
- Omit excuses from your e-mail. If you're responding to an issue or you are late in sending correspondence, simply apologize and move on.
- Use "Reply All" only when it's necessary that everyone receive your e-mail.
- Don't use blind copy (bcc); it is a no-no and is deceptive.
- Don't send unsolicited e-mails to multiple recipients in the same e-mail.
- Don't add people to your e-mail list without their permission.
- Keep your e-mail signature short.
- Use a signature that includes your name, company name, phone number, and e-mail address.
I can guarantee that following these "rules of e-mail" will get you a better response in your e-mail communications.
About the Author: Jody Calkins is a copywriter who helps her clients communicate effectively to their customers and prospects through articles, case studies, newsletters, and reports. For more information, please visit https://jodycalkins.com.