8 Business Email Rules to Abide By

1. Utilize the subject line – After the sender’s address, the subject line is the first thing a recipient will see so give them a word or two that indicates what the email is regarding and that will encourage them to open the email sooner rather than later.

2. Beware of a knowledge gap – Don’t assume the recipient of an email has the same level of knowledge you do. For example, if you are trying to sell a product or service, give the recipient plenty of information so they thoroughly understand what it is you offer. In addition, include all previous email threads so a recipient knows all the background leading up to the email.

3. Speak their language - Depending on who the recipient is, use language that is clear, concise, and easy to understand. So, don’t speak legalese to someone not familiar with the profession.

4. Include your signature block - Typically at the bottom of each email. An email signature should be a source of contact information for the recipient so include your full name, title, company, address, phone number(s), fax (if applicable), and website.

5. Email Backup - Considering how much information most businesses store in emails, email backup should be performed regularly. Make sure to backup email bodies, attachments, your address book, and anything else that may be stored in both local and web-based business email accounts.

6. Email length – Assume everyone is just as busy you are and keep your emails short and sweet. Brevity is key and each email you send should be as brief as possible. Not only is this a standard courtesy to your recipients, it also makes for easier reading of emails on smart phones and handheld PDAs.

7. Proofread - Always review your message before you click send. No email should ever be sent without revision and a quick proofread. You can’t “un-send” emails and a silly error you missed could reflect poorly on you and your company.

8. Be professional - Unless the email is an informal message between colleagues, Internet jargon, text messaging acronyms, smiley faces, and other emoticons are hardly ever appropriate in a business email.