Business E-mail and Grammar

E-mail is simply communicating with the written word. We are not born with these skills or education. Our writing skills are provided to us as we go through grade school for the basics, high school for more instruction and on to college.

Take it from me — this is a perpetual effort. I learn new things about how to write and use the English language properly on a regular basis. Site visitors e-mail me pointing out my errors with some being more kind than others. But regardless, I learn and apply and am always open to continuing that journey.

Proper grammar is so important to being understood, to providing a positive impression and to helping you excel so you are perceived as professional educated and credible communicator. Someone potential customers trust and want to do business with!
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Business E-mail Etiquette: The One Thing That Matters

Hope everyone is gearing up for a busy and prosperous New Year! Regardless of the economy and all the crazy stuff going on, remember, your future is in your control to control. I’m a “glass half full” kind of gal — so when the going get’s tough — I look at that as a challenge — which is what the year ahead will be for all of us.

And one thing you can control is how you use e-mail for commercial gain.

At the beginning of each year I am contacted by reporters writing “resolution” articles. They contact me in December and throughout January to help them with the issues they deal with and want to pass on to their readers. And, I am always available to be of service and lend my perspective.

The one question that kept coming up this year was:

“If there is one thing that business e-mailers need to consider that matters above all the other tips you offer at BusinessEmailEtiquette.com, what would that be?”

And my answer? To take your time!

• Take your time creating an apropos Subject:.
• Take your time to include a personal greeting that reflects the proper level of formality.
• Take your time to review your message and ensure it relays the necessary intent and tone.
• Take your time to make sure your message is typo free and integrates proper sentence structure and grammar.
• Take your time to have an courteous closing that reflects the formality of the e-mail and your name properly typed.
• Take your time to make sure your signature file is short, sweet and typo free.
• Take your time to respond to e-mails as promptly as possible.

I could go on… But you get the idea! The primary reason otherwise educated and credible professionals are not taken as seriously as they would like is because the don’t take their time when composing their business e-mail communications.

Taking your time is time well spent!

Asking for Help Via E-mail

Technology can frustrate even the most experienced of us. Whether it be e-mail issues, Web site issues, partner inquiries, order concerns or follow-ups, whenever you are asking someone to be of assistance via e-mail or a Web form, it is best you do so in a humble manner with added courtesy.

By not making the extra effort to communicate properly it can have negative perceptions which includes what it is or will be like to do business with you and/or your company. When you need assistance, you need to be aware that the person on the other side, doesn’t have to help you as fast, as much or in the manner you assume they should. They are probably busy with other responsibilities and your request is just one of many they need to get to.

So, use some common sense. When asking for assistance, be on your best behavior and use proper business e-mail etiquette, sentence structure and grammar. Spell-check so you don’t appear to be an illiterate that didn’t want to take the time to communicate with clarity when asking for help.

Think about it… Who are you going to jump to help? Those who make demands in cryptic sentences without a thank you or tid-bit of appreciation for what they are asking you to do for them? Or the person who sends their request starting with a nice greeting, all the details you need to help them clearly included and ending with a “Thanks for your help”?

I know I jump to help those who e-mail me with courtesy, kindness and clarity. For those that make cryptic demands or request on their initial inquiry, I do look through that window to make a determination of what kind of partner or customer they will be.

Those who can’t take the time to be courteous, who are demanding, or can’t take the time to communicate as though they made it out of the 6th grade, will have to wait until I help the others who realize the importance of approaching me with professionalism and courtesy. Food for thought…

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