How Fast Should You Respond or Expect a Response to Business Emails?

Realistic Expectations

Many believe that email is instantaneous. Depending on the current network status, email is often pretty darn quick. However, there will be times due to network traffic or geographic issues that will cause email to take longer to get to the other side.

Regardless of how quickly that email is received in your contact’s email account, that doesn’t mean the recipient must drop all of their other responsibilities and immediately respond to your email. They may not even be online or in front of the computer checking email to know you’ve sent them a message.

Not everyone has their email on their smartphone, either. I don’t. When I shut down my computer for the day, I don’t want emails coming through on my phone. Whatever comes in can wait until the next business day morning.

Yes, expectations do matter, and it is essential as a business owner to live up to your contacts’ expectations. Unfortunately, in the competitive online world, fast responses rule the day.

What is the standard turnaround time for a business email response?

Short Answer: As fast as you can!

Long Answer: I recommend at least within 24 hours (during business hours, of course) if at all possible. If you cannot respond quickly, send a note saying you will respond when you can do so in detail.

Those considering doing business with you have high expectations about email response time (due to the perception of instantaneous receipt). Since they assumed you received their email within moments of them clicking the send button, how long you respond will correlate with how important they are to you.

Responding promptly and concisely gives the sender insight into what it will be like to communicate and do business with you. Don’t we all prefer to do business with those who think our emails are important and promptly provide us with the info we seek?

The quicker you respond, the more favorable your impression will be. But don’t doubt that onliners email several sites or companies to test the waters, especially with initial inquiries.

Those who respond quickly and professionally will have the opportunity to create an incontestable positive impression. In contrast, those who respond at their convenience may cause the sender to wonder what delayed their response while their competitors beat them to the punch.

If you are the sender…

Senders should realize that expecting an immediate response, and when you don’t receive one, sending a follow-up email 30 minutes after followed up by a text 15 minutes later can be viewed as overly demanding. If the matter is that important, you probably should have started with a phone call in the first place.

Of course, we should all do our best to respond to emails promptly. But keep in mind that sometimes folks are busy. They have other responsibilities and activities that require their full attention. They may be in a meeting, out of the office, or trying to meet previous deadlines or commitments.

“But I want a reply!”

Generally, send a follow-up 24 hours after sending your first message. Always offer a dash of courtesy to those you email by giving them time to respond.

Suppose you have a deadline or date-specific that requires their input. Note that in your email, and be patient. Can’t wait 24 hours? An email is probably not the appropriate venue for your request. For matters of urgency, pick up your phone and call.