by Dionne Mahaffey

Created on: June 11, 2009

5 tips for courteous business e-mails

What your mom told you still applies: Manners count. Especially when it comes to business e-mail. We've all gotten comfortable using our own shorthand to shoot a longtime client a quick question, or to respond to a colleague's request with a quick comment .

Still, as we're doing more and more multi-tasking, it's easier than ever to get too casual and ignore basic etiquette in our e-mail communications. We forget that our e-mails may be the primary calling card we have for potential employers and industry associates who will form their opinions about us - for better or worse.

I'm not suggesting you send stilted, overly formal communications devoid of any personal touch. Or neglecting the value of the spontaneity of e-mail as a good way to cultivate connection and good will - and as productivity tool.

Just remember that it still falls short as a way to communicate nuance and subtlety. Since you're not in the physical presence of the recipient, tone or intensity of what you say can be easily misread. And once you stumble with e-mail, it's difficult to repair the damage: No one has warm feelings about someone who sends them a harsh e-mail - no matter how much you feel they deserved it!

Use these guidelines for avoiding blunders and earning points for professionalism and courtesy in your e-mail communications:

1. Never assume someone you don't know - or don't know well - is comfortable being addressed by his/her first name. When in doubt, use Ms., Mr. or, if you don't know who's reading your e-mail (maybe it's a job cover letter) choose something upbeat but respectful: Dear XXX Co. Hiring Team. (Exception: If you've received a note from someone who's signed e-mail with his/her first name only, go ahead and use it in your reply.)

2. Use a spelling-check program and good grammar. And be concise in your message; few people have time to wade through a novel-sized memo. But avoid using abbreviations and emoticons. The finance director will hardly take your budget recommendations seriously if your remarks are sprinkled with smiley faces.

3. Watch your tone. Aim for respectful, friendly and approachable. Have someone you trust look over your words if you have any doubts. And if it's a potentially contentious topic, save the chance of regret and pick up the phone, rather than put something in writing that might be perceived as curt, dismissive or worse. (And remember that it WILL be forwarded.)

4. Speaking of regrets, always wait to fill in the "To" address until you've completely finished and proofed your e-mail. You'll avoid annoying someone with an incomprehensible half-finished e-mail, and then a follow-up apology, if you accidently hit send before you're done. You'll also avoid the horror of discovering that you've sent your e-mail to the wrong person. (A potentially career-limiting move.) You'll also prevent yourself from rudely blasting everyone by inadvertently selecting "reply to all."

5. If you're not using a preset company e-mail address, make sure yours projects a professional image. Do you really think your potential client will feel she's working with a true respectable professional if your proposal arrives from sexychick@isp.com?

One final comment: Even if you follow these tips, there's one pitfall that can undermine it all: There's nothing less courteous than NOT returning e-mails. 'Nuff said?

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