The 4 Dos and Don’ts of Email Etiquette for your Business
Businesses thrive on email communication. Whether it’s an email marketing campaign, providing support to customers or getting in touch with others on your business’s behalf, business owners constantly use email to communicate.
But have you ever stopped and wondered what type of impression you’re giving others of your business through your emails?
It’s one of the most overlooked parts of marketing your business’s brand, but is crucial to the smooth operation of your business since, most likely, this is one of your main form of communication with customers.
- Do: Check your grammar and spelling before hitting send!
Proper grammar and spelling in emails are essential. When a customer receives a poorly written email, this can be a huge turn off, especially if they have to try to decode what you are saying. Make sure to edit your emails (or better yet, have someone else edit them so you can get a fresh perspective) for spelling, grammar, punctuation, capitalization, etc. Read them aloud to yourself to make sure they make sense and you are saying what you want to be saying; your customer shouldn’t have to guess what the point of the email is or the information you’re trying to convey. Receiving an excellently written email can really change a customer’s experience with your business and leave them with a good impression.
- Don’t overuse exclamation marks.
Ah, the exclamation mark! This simple mark can convey a range of emotions while you’re communicating through email – from happiness to excitement to anger and everything in between, it’s easy to get exclamation mark happy while emailing.
Although it’s nice to come across to your customers as happy, overusing exclamation marks in email exchanges can come across as too casual and you may inadvertently come off as too excitable, which can reduce the professional tone of your email and, once again, turn people off to your brand. The most important part of using an exclamation mark is to balance them in your emails; I suggest only using one or two at most in any given email.
- Do: Consider how professional you want to come across to customers.
Now that you’ve got the basics down, consider the tone of your email and how you want this to come across to customers while emailing. Do you want an extremely professional tone? Then make sure you don’t use contractions in your email and use formal conversation. Want to come across as more laid-back? Use a more conversational tone in your email – it’s all about the words and phrases we choose in our communications that sets the tone. Think about this before sending out an email to make sure your brand is coming across effectively.
- Don’t bombard customers with emails.
One thing that can definitely turn a potential customer off to your brand is sending out an excessive amount of emails. Sending out too many emails will annoy customers and especially prospects; most likely, they will mark your emails as SPAM, unsubscribe or completely ignore them. All of these are detrimental to your business and brand. Knowing how many/when to send emails to customers can be tricky, but if done correctly, can generate more traffic and visitors to your business.
- Do: Use graphics (pictures/videos) to spice up your emails.
No one wants to read emails composed of only large blocks of texts. It is too time consuming and anything that looks remotely time consuming to read, won’t be read (remember those short attention spans?). Instead, trying break up text with graphics. If you highlight the most important information in the email by using a graphic, this will catch readers’ attentions and convey the most essential information to them quickly, therefore increasing your chances of gaining more customers.
- Don’t send long, wordy emails to customers.
Your email recipients’ attention spans are short; they don’t have the time to pour through a long, wordy email. In fact, more likely than not if they open an email that appears long and wordy, they won’t read it at all; it will end up immediately in their trash. Avoid this by keeping emails simple, brief and informative. Use hyperlinks to send people to more information on your website if they want to read more. Stick to the main goal of the email and try not to ramble on – you’ll lose readers if you do!
- Do: Set up a professional email signature.
Don’t neglect your email signature! This pops up at the bottom of your email communications (aside from mass email campaigns) and gives the recipient of your email some essential contact information for the future. It also lets them know who they are communicating with and your role in the business. A quality email signature should include some of the following information: Full Name, Business Position/Title, Company Name, Company Address, Phone Number, Email, Fax, Website, Social Media links, Company Logo. This is an easy way to do some additional marketing and keeping your brand consistent.
- Don’t forget that emailing is a part of your brand!
Email communications are an essential part of your brand and help to mold your business’s voice/personality. Take a moment to really consider all the above information and if you’re using email as effectively as you can be.
Here’s an extra DO for you: Check out Mobile Mind Agency’s many services, including business consulting and marketing campaigns, to get the most out of your email communications. Let us help you get into the Mobile Mindset; after all, we build brands. Period.