UAE is the USB for Business.
Here we are constantly communicating and interacting with people from different and diverse backgrounds. As today, the main tool for communication in Business is Emails, some of us are forgetting the most common etiquette of writing Business Emails. Is it because of the Social Networking Virus taking a toll on each and every one of us?
Anyways, let?s brush off the cobwebs and remember some of the Business Email Etiquette we should follow:
1. CC and BCC: CC must be used only if you are concretely sure that the content will be of some importance to the recipients. Unnecessarily CCing emails can be annoying for the receiver especially if it of no use to them. BCC does not allow your receiver to know that the information has been passed on to others and it can be also used if you would not like to share your contact?s email addresses. Using BCC is extremely dangerous and it should be used wisely, because if confidential and highly sensitive information is passed on, then it can be regarded as lack of professionalism from your side.
2. Subject: Never send an email with blank Subject Line. Even if you write the subject, make sure that it is succinct. Remember that the subject line is the tool to attract the receiver into reading further (especially in the case of advertising agencies sending emails to customers).
3. Salutation: When the email is sent to many, the best word to use would be ?Dear All?. For individuals it is best to use ?Dear Mr / Mrs so and so? or even ?Hi / Hello Mr / Ms so and so?. You can omit the Mr / Mrs if the person is well-known to you and just use ?Dear (name)?. You can also replace these words with ?Good Morning / Afternoon? etc, but it would be wise to use ?Good Day? as we are not sure whether the receiver will read the email the same time you sent it.
4. Content: The content of the email must be properly written. There are several points to be considered in regards to Business E-mail?s contents:
- The email should be short and to-the-point. As far as possible re-read your draft and think of the unnecessary or repetitive lines that you can eliminate to make it more compact. You can also use more of bullets, numbering and tables / graphs to make it short and easy.
- Capital Letters is usually perceived as ?Shouting?, so make sure you avoid this unless you are writing words like: REMINDER, CONFIDENTIAL, KIND ATTENTION etc.
- Only proper English language and Business abbreviations must be used (like: eg, etc, AED, FOA and FYI). The words we normally use while chatting is completely unacceptable and unprofessional.
- Emoticons must be completely avoided. This must be reserved only for personal emails and chatting.
- Make sure that the grammar and punctuation used in the email is correct and acceptable.
- Use ?classic? fonts like Times New Roman, Arial etc. instead of fancy fonts like chiller, brush script etc.
- Bold and Red font asks for attention. So use this carefully. Use black / blue to write emails instead and use underlining or italics as appropriate.
5. Closing: For the closing, you may use ?Yours Sincerely?, ?Best Regards?, ?Thank you? etc.
6. Signature: Signature is very important in business emails. Mention your name, designation and contact details along with the company logo (if possible).
We hope that the?above?points be useful in your Business communications.