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Perceptions and Your Business Email Style

ByJudith Hours Updated:
Business Email Etiquette and Your Professional Email Style

Do not kid yourself…

We do it offline when we meet someone new or see someone walking down the street. Perceptions are made and are a natural reaction to what we see, feel, and hear.

How you communicate online has the very same impact.

Impressions are Subliminal

For example, when meeting someone new or viewing passers-by:

  • Are they into personal hygiene?
  • What language do they choose to use when they speak to you?
  • Do they look you in the eyes when they talk to you?
  • Did they offer a firm or timid handshake?
  • Do they enunciate when they talk, or are they hard to understand?
  • How do they carry themselves?
  • Is their outfit appropriate for the occasion?

All of the above are things that run through our minds, even if subliminally, when we form an initial impression about another person in the offline world.

Email is No Different

Regarding your email, most of the above are unavailable to help you determine what kind of person is on the other side. So instead, we look at the following:

  • What is the overall tone of the email?
  • Did the Sender take the time to spell-check?
  • Did the Sender take the time to be courteous and choose their words carefully?
  • Was an effort made to be pleasant and professionally gracious?
  • Are they too informal and nonchalant?
  • Did the Sender make an effort to communicate in such a way so that you know exactly what they mean?
  • Did the Sender care enough to have a proper sentence structure, grammar, and punctuation?

These are some of the issues that new contacts may be looking at. We perceive things based on available info every minute of every day. You can say that you don’t — but you do.

How you email your business contacts will reflect what you feel is essential and your level of professionalism to the other side. Your actions, or lack thereof, regarding your business email communications, can also reflect on your business image, branding, and reputation.

Is your communication style one that will win a contract compared to your perceived competitors? Are you someone that can be trusted and relied upon? Your email shows what can be expected when doing business with you.

Tone, Language, Formatting, Context

Business email can be perceived in various ways, depending on the tone, language, formatting, and context. Here are some possible perceptions that can be conveyed through business email:

  • Professionalism: Business emails that are well-written and formatted professionally can convey a sense of professionalism and competence.
  • Respect: Emails that use respectful language and tone can convey respect for the recipient, their time, and their expertise.
  • Efficiency: Clear and concise emails convey a sense of efficiency and effectiveness and can be perceived as a respectful use of the recipient’s time.
  • Courtesy: Emails that use polite language and tone can convey a sense of courtesy and consideration for the recipient.
  • Clarity: Emails that are easy to understand and communicate a clear message can be perceived positively, as they reduce the risk of misunderstandings and confusion.
  • Urgency: Emails that use urgent language or formatting (such as bold text or red font when used unemotionally) can convey a sense of urgency and importance, which can be helpful in situations where an immediate response is needed.
  • Informality: Emails that use informal language and tone can be perceived as friendly and approachable but may also be seen as lacking in professionalism in some contexts.

It’s important to remember that perception can be subjective and influenced by the recipient’s personal preferences and cultural norms. Therefore, it’s always a good idea to consider your audience and the context when crafting business emails to ensure your message is received as intended.

Why risk a negative impact when it can be so easily avoided?

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