How not to scare away customers and partners: bad habits when writing emails

At work, many people are literally attacked by a huge number of the email-message, which necessarily need to be answered. Of course, it is very difficult to cope with the volume of assignments and do it correctly. Nevertheless, there are serious errors, which really should be avoided.

Learn the basic rules of etiquette writing emails do not need to make your letters turned into literary masterpieces. It is completely useless. But if you can get rid of habits that indicate lack of professionalism, your business will go much more successfully.

What gross errors when writing the email-message are the most common?

1. Abuse marked "Urgent"

If you behave like a boy in the parable, who cried "Wolf! Wolves! "And put all the letters in a row marked" Urgent ", very soon cease to recipients take you seriously. When you really will need an immediate response, no one will pay attention to this mark.

2. excessive informality

Choice of communication manners depends on the quality of the relationship between you and another person. Excessive informality shows a lack of professionalism.

Be careful not to use exclamation marks, smiley, color selection of text, fancy fonts, Internet slang and abbreviations. They just will not help you create the image of an experienced employee.

Also, pay attention to the fact that some people do not understand the acronyms. Especially carefully choose the tone of communication with foreigners and members of other generations.

Remember: business letter It should be easy to read. To do this, use the Arial font, Calibri or Times New Roman, set the size to 10 or 12 units. As for color, it is best to stay in the black.

3. Too cold tone of communication

At the same time, the recipient should not feel that he communicates with the robot. Some of the letters look like real people as if in fact it is an answering machine message.

If your letter is seen your personality, your enthusiasm will help shape the recipient a positive view of you as a business interlocutor. The main thing - do not overdo it.

4. Abuse of a function of "Reply All"

E-mail messages are not intended to turn them into a cozy chatik. If you are replying to a message, which is forwarded to a group of people before you pressed "send all", make sure that your answer is really interesting and necessary to each of the group.

5. Transfer the post without the approval of the sender

This is at least annoying. And can significantly undermine your credibility.

No matter what you send. You may want to send a message to the client your boss, which refers to the client. Or you can not resist the temptation to turn in the chain of the recipients of the letter containing some personal information, his colleague. In any case, you should not do without the sender's permission.

6. Sending hidden copies of letters

When you send someone a hidden copy of the letter in the interlocutor a thought: "And who else sent a copy?" It causes mistrust and engenders the feeling that you're hiding something.

If you want to send a letter to someone who should not be present in the chain of hops, just copy and paste your text into a separate new message.

7. Correct formulation of the theme

If the field "Subject" you enter something like "It's me", "Hello" or "For your information," it does not give the recipient a clue about the content of the letter. As a result, it is likely that your message will not even be read.

If you conduct business correspondence, The topic of your letter should be brief, capacious and accurate. If the recipient immediately understand what you're writing it, it is likely he will read your message and respond to it faster.

8. Misuse of personal messages

Jokes, touching stories and motivational quotes sometimes come very out of place. But in large quantities, they quickly tire of the recipient. Do not bombard inboxes meaningless message to a colleague, even if you do it with the best intentions. Sooner or later, the recipients will simply delete such messages without reading them.

9. put-down

Do not be tempted to express in a letter to the righteous anger toward the destination, even if he deserved such a reaction. Even if you are waiting for your parcel for a couple of months. Just do not do it. People will always remember being rude, and it's bad for your business image.

Instead, write a message that you are going to send you angry recipient, and leave it for a couple of days in the "Drafts" folder. Then edit it and remove all offensive language. So you will be able to demonstrate their professionalism.

10. Familiarity

If you know very well recipient of the message, and sometimes you can afford some nice compliments. But if this is your business partner or client, save politely restrained tone of communication. Completion of letters such as "See you soon!" In this case would be inappropriate.

11. The use of absurd e-mail address

Frilly, vulgar or overtly ridiculous addresses will attract negative attention to recipients. If you just can not part with his box [email protected], then rewound for business correspondence separate account.

12. A large number of typos

Send messages from your phone does not relieve you of your obligation to check your emails on errors. If you do more than one typo in the letter, you do not show yourself from the best side. If you need to send a message on the go, it is important to carefully review it before sending.

13. Sending messages early in the morning

Sometimes when you get up early and feel quite productive, You are tempted to quickly deal with business correspondence. However, the majority of recipients drew attention to the time of sending the letter. If you send a message to three in the morning, then at best you will consider a workaholic, and at worst - not exactly healthy.

If the night finds inspiration for you, just save as a draft letter and send it to the working hours.

14. Drawing up too long letters

Most people simply view the messages that are not getting a grasp in the text. Keep this in mind while writing a letter. Large blocks of text make it difficult to read, so divide the message into small paragraphs.

Use lists. They will make your message even more readable. In addition, you can select the most important part of the message in italics or bold.

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Avoid described errors, and then you can create a good impression about himself, which certainly will contribute to your career.