The “Need” for Business E-mail Etiquette?

Do you “need” Business E-mail Etiquette? What a question!? Of course you do if you want to be taken seriously and succeed using technology to your advantage!

I received an e-mail today from a site visitor who felt there was no need for formal Business E-mail Etiquette — “we have enough rules and guidelines from ‘so called experts’ who make doing business online difficult enough.” Regardless of that commentary and although I don’t understand the animosity contained within, this person did in fact have the basics in place. So I’m going to go with the fact that they are already practicing Business Email Etiquette without labeling it as such, so that may be why they feel I am “pushing more unnecessary rules”.

If one thing on its own can set you apart from your perceived competitors it is how you respond to inquiries and handle your business e-mail communications.

When e-mails come in, you jump on them and reply with the epitome of professionalism and courtesy. You thank the sender for emailing you and let them know you are pleased to hear from them.

You then be sure to respond point by point by down-editing their inquiry to ensure you cover all the bases and that the answers they seek are provided. You let them know you appreciate their interest in your business, product or service and make it clear you are available for any questions or concerns they may have.

Point them to your site for more information. Make an offer to send PDFs or whitepapers that they may be interested in while asking when would be a convenient time for you to send those attachments to them — and then follow through. You spell and grammar check before clicking Send.

Don’t kid yourself and think that those who e-mail you are e-mailing you alone and waiting at their computer for your response. Or that your sparkling personality alone negates the need for proper business communication style and formalities. I’ve worked on enough sites to know that folks will not hesitate to e-mail more than one provider to test the waters. And guess who they are impressed by most?

The one who replies promptly with Business E-mail Etiquette basics in place — that’s who!