Business E-mail Etiquette: Shameless Plug

Business E-mail Etiquette | “THE MANUAL!”

First folks asked for an eBook on Business E-mail Etiquette — so I did that and it quickly became one of the most popular downloads on the topic. Then, I saw a pattern forming… Businessmen and women, trainers, corporate educators — requesting when I would offer a actual book that had it all that they could use as a handout in training sessions, for self-improvement and employee orientations. Done! The Business E-mail Etiquette Manual has it all — one little Top Secret addition to your business arsenal to ensure you shine above your perceived competitors. Now available through the publisher and soon to all online booksellers.

This is my 5th book and it wouldn’t have been possible without all the great folks out there encouraging me and e-mailing me with their dilemmas and questions through my Business E-mail Etiquette Blog and through my E-mail Etiquette site NetManners.com.

I humbly and sincerely thank you for your past, continued and future support!

Proper Use of E-mail Return Receipts (RR)

Do you have those you communicate with who use the RR feature with every single e-mail they send you?

Return receipts are a way of knowing that an e-mail has been opened on the recipient’s computer. It does not however, mean that they have read it.

I’ve found those who engage RR for every single e-mail are the folks that seem to want to know when you receive their e-mail even if the content is not critical or important – sort of a control thing.  Or, it could be your friend or associate does not even know they have this option selected.  Maybe nicely e-mailing them with a “Did you know…..?” can let them know this is not a feature to be used for every single casual e-mail.

RRs are to be used sparingly. Do not use Return Receipt Request (RR) for each and every personal e-mail you send because you like “knowing” when someone opens the e-mail you sent to them. Not only is this a pain for the recipient, this feature is annoying and intrusive!

How would you like it if every time you heard a voice mail, answering machine message, opened a postal letter from a friend it was immediately reported back to sender that you had heard/opened their communications? RRs should be reserved for those instances where it is critical to knowing the e-mail was received/opened. Such instances would include legal and important business issues.

It is important to know that some e-mail programs allow the recipient to decline an RR. I know when I receive RR requests; I decline. It is none of anyone’s bees wax when I open any particular e-mail. That said, on those extremely rare occasions when it is an important matter and I can understand why there is an RR requested I go ahead and give my approval.

In the past I have used RR for legal issues and important company matters where I want to have some sort of proof or trail to document that an e-mail was sent and subsequently opened. I’ve never found a reason to use RRs with personal e-mails to friends or family nor have I used them in my daily business e-mail communications.

Now that I think about it — I don’t even remember the last time I initiated a RR request!

So Business E-mail Etiquette Doesn’t Apply to You?

I take my business e-mails very seriously and personally. See, I understand that those who don’t know me at all or too well will be determining if the want to do business with me. They do this initially by virtue of the level of professionalism displayed in my e-mail communications — which will contribute to how easily it will be to partner, work with or hire me.

Once you begin working with me, I immediately start coaching on Business E-mail Etiquette practices. This is for my clients own good — whether they know it or not — to ensure that they are perceived as the credible professionals they are, or need to work on becoming. All to give them the best shot at success in this über competitive online market.

Those who are serious about their online image; immediately embrace the information and resources I provide. While others, even 10 years later and after many a suggestion to work on or hone these skills, refuse to integrate any form of courtesy or professionalism in their e-mails. They must feel e-mail etiquette doesn’t apply to them?

They know how to configure the little blurb about sending from their “crackberry.” They certainly know where the exclamation point and question mark keys are so that they can hit them redundantly. So effort is being made — just not in the appropriate areas to make sure they provide pleasant and professional communications.

Forget about nice greetings and throwing in a gratuitous “thanks for your help” or “TIA!”. Instead demands and questions are blurted out in one line, typo laden e-mails that make me wonder what their customers are thinking by virtue of the way they choose to communicate.

Yes, it is a choice about how you will be perceived. It is your choice how you choose to communicate with the written word. And, it is your choice as to whether you use technology with knowledge, understand and courtesy. Are you a professional? Are you educated? Could have fooled me…

What I am most curious about is why you feel e-mail etiquette doesn’t apply to you and that it is something you can choose to ignore and not embrace. Please do pipe in and let me know… I’ve yet to hear a valid business reason given as to why business onliners choose to be rude, terse and illiterate instead of making the minuscule efforts necessary to be view favorably as the expert professionals that potential customers will choose to do business with.

Business Email Etiquette Blog

For some time now, loyal readers of my Email Etiquette Blog have written suggesting that they would prefer more business oriented discussion and tips specifically in regard to Business Email Etiquette.

Today, I am proud to announce the launch of my Business Only — Business Email Etiquette Blog. There I will discuss the issues most important to business folks, based on your requests, input and the issues I get contacted about most when it comes to proper technology use and business email practices.

So check it out and subscribe! I look forward to typing with you about Business Email Etiquette!

Be Honest; Are You Spammy?

Over the past year, I’ve experienced even my plain text, no graphics or attachment e-mails getting blocked by the other side because I inadvertently did something spammy.

In my case, it was usually the original e-mail I was responding to was spammy (way formatted, had an embedded graphic, etc.) contained within that took my reply right with it — blocked!

The fact remains that e-mail is not a brochure nor was it ever meant to be a fancily fonted graphically enhanced message. Although the temptation is there because the tools to do so are available in your e-mail program, if you are serious about your e-mail getting through, you need to be a “plain Jane” so to speak.

Why would formatting, embedding and such tools exist if they are now causing so many legitimate e-mails from getting through the network? Well, the answer is simple. Back in the day who would have thought that commercialism would so corrupt this communication tool is such a way as to necessitate the need to start blocking spammers. Heck, the word spam used to mean luncheon meat!

When it comes to business, it is best you type your e-mail properly from head to toe while being concise and clear about your message without having to rely on any formatting, caps or embedded graphics. I’ve typed about this topic before here on my Blog, but many ignore my advice because they still want their photo, their logo or that fancy colored font to be seen in their business e-mails. Fine… then know you risk your e-mail getting blocked. You simply can’t have it both ways.

If you do get an e-mail returned due to “policy reasons” you know the system on the other side picked up on something spammy within your e-mail. You can check to see what that may be by using this free tool online that checks the content of your e-mail called ContentChecker.

And for those who didn’t catch my article on the topic yet, give it a read now and ensure your e-mails get through to their intended parties: How To Avoid Looking Spammy.

Forwarding Business E-mails

I type tons of e-mails every day. In the back of my mind, I am always aware that my e-mails can be forwarded without my knowledge or permission. Yes, one should always ask permission to forward e-mails sent to them first before doing so. Most lack the courtesy and professionalism to do so.

Over the years, I’ve had many of my e-mails replying to client concerns or requests forwarded to competitors without my permission. Being I know what I am doing and my knowledge and expertise are backed by over a decade of experience, I can see why someone would want my opinion and share it with those who state to the contrary.

But forwarding my e-mails is not the proper way to question another provider’s methods or motives. What one should do is either ask if it is O.K. to send my e-mail along, or type your own e-mail and ask your own questions to those with whom my advice has raised concern.

What is equally as interesting is how threatened and defensive the company/individual who has been forwarded my e-mail responds. Being I do know what I am talking about — some will reflect their agreement in an off-handed techno-babbled kind of way. The others — well, what do you think it says that rather than stick to the issues at hand they question my experience and motives? Clearly having not checked out this site they only serve to embarrass themselves. That’s a company to stay clear of.

Online, you’ll find that there will always be different ways to approach any given project or process. It is up to you as the customer to do your due diligence as to who knows what they are talking about and has your best interest at heart.

To pit two potential providers against each other ( don’t play that game) simply reflects your lack of knowledge, tech savvy and professionalism. Don’t be surprised if the provider who had the experience, honesty and good intentions is pleased to leave you in the hands of their competitor.

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