Writing an email is so quick and easy that sometimes we forget it is in writing and still reflects on how we are perceived.
For starters, emails should be just as polite as letter or face-to-face contact. Apart from being likely to get a positive response to good manners, it is simply a sign of respect and professionalism.
I recently received an email from someone who runs a network which I don’t participate in. The second paragraph started with “If you are not a fan of using Forums, perhaps now is a good time to change your attitude.”
It didn’t help that there was no greeting to start the email (It opened with “Just a reminder to go to the Forum”)
I found this quite rude and it actually made me less likely to join her forums in case that is how I would be treated there as well. She made no allowance for people being busy, having concerns over online security* or not knowing how to use a forum – she just assumed I have a bad attitude and that I should change it to suit her.
So how do you keep an email polite?
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start with a greeting, and preferably use the person’s name
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use words like please and thank you
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don’t insult people – if you must say something negative, put it in positive or constructive terms
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be brief so you don’t waste their time
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use proper sentences so it is easy to understand and you look intelligent and literate
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treat the reader with respect – if you wouldn’t say it to their face, it isn’t appropriate to write it either
* Her email mentions that non-members can read the posts so I would have concerns about the security of the site.
Society for some reason has turned into this “satisfy my needs NOW” kind of place where some people forget how to use good ole etiquette. Especially email etiquette. This person was obviously trying to drum up business for her forum but I agree, it’s not the right way to do it.
Having an insecure forum would be another downer for me too.
~Kylie~
There is no excuse for that. I understand that emails can be rushed when you reply on the fly, but there are some emails that require time and careful construction. This would have been one of them!
Thanks Kylie & Anne – it’s nice to know I’m not alone in expecting good manners in business!
I’m with you Tash. I hate it when people send emails that aren’t polite.
Thanks for all the great tips you are putting in your blog.
Heather
Even writing this comment, I have considered each sentence carefully. It is important that we read our written words carefully before we hit the send button. Email is often our only means of making an impression. It is always important to make a good one.
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