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August 4, 2011

Email Tips to Keep Your Communication Professional, Part 2

Filed under: Communication,Management Practices10:49 am

Part 1

Here are a few more tips to keep in mind when dealing with the average 105 emails each day you send or receive:

  1. When you are sending to multiple individuals, use the “To:” field to address those from whom you need a response; use the “CC:” field for those who just need an “FYI;” use “BCC:” to shield other recipients’ email addresses from strangers.
  2. No matter how noble the cause, don’t forward emails that say to do so. Most of these emails are hoaxes, or have been circulating the internet for so long they are outdated. Check a site such as Snopes.com to confirm the validity of such requests.
  3. If you must forward one of these emails: put your recipients’ email addresses in the “BCC” field to avoid exposing their email addresses to strangers; be careful with political or controversial subjects; remove all headers, commentary, other email addresses and extraneous characters.
  4. Always treat your business emails as if they were written on your company letterhead, and you will almost never go wrong. When contacting new recipients, such as clients or vendors, use the highest level of formality until the relationship affords a lower level.
  5. Never use an old email to reply and begin a completely new topic. It will confuse your recipient and make you look lazy.
  6. Take a look at the emails in your Trash folder before you delete them in case something inadvertently landed there by mistake.

By following these tips, you will be using email as a professional business tool, and hopefully avoid any embarrassing, or career-limiting, experiences created by an email mistake.

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