Erring Emails Spell Doom - Follow the Rules

No matter what purpose you are writing a mail for, there are certain rules that you should compulsorily follow. The main purpose of an email is to put across your message/intention/ideas to people. You have learnt your table manners while you were a kid, now you have got to learn your e-mail manners or doomsday is close by. Its true that each company have their own distinctive styles in communicating with their target audience, but this method should have etiquette too. Email etiquette is important, no matter whom you are targeting your mails to. If you want the message to get across and if you want people to accept your message, you have to follow certain basic rules.

Manners and Tone

Identify your target audience and tone your e-mail accordingly. Using powerful and polite words will help you a lot if you use them in all the right places. Quit the patronising or imploring tone and be firm in what you are trying to communicate. Nobody wants a mail where somebody is spilling tears and there is unnecessary misery around. So go straight to the point in an outright manner; people like everything in black and white, especially if its something they have to spend a buck on. Use sufficient “please” and thank you.

The tone that you use in your mail should exude respect, regard and dignity for the recipient. If it’s the first time you are sending a mail to a client, then make it friendly and understanding, don’t over do it though.

What to avoid in manners and tone: Don’t use capital letters where its just not applicable. People would think that you are shouting at them and its downright rude. If you are trying to establish a particular point, illustrate with examples instead of using strong words. Remember to use capitals wherever necessary or people will conclude that you are just not sure of what you are saying. It will look like you are mumbling and you mumble when you are not sure. Also communicate sentences in full because leaving unfinished sentences are like unfinished thoughts hanging in the air. That’s not going to go well with your client. Remember to use opening salutations and sign off politely and properly.