PMI Internet

Internet usage statistics indicate that 90% of internet users in the US have received and sent email. Worldwide, there are an estimated 1.4 billion email users sending 247 billion emails each day. These numbers underscore the fact that email communication has become an important aspect of everyday life and an essential element of business. Here are some email etiquette tips from Professional Marketing International to help ensure that your emails are readable and professional.

• Addressing the recipient: Some people can be sensitive to being addressed by their first name. Unless you are familiar with the recipient, use Mr., Mrs. or Ms. and their last name. The exception to this rule is when you are replying to an email in which the sender used his or her first name only.
• Your email address: A playful or suggestive email address like sexysarah48@hotmail.com might be acceptable for personal emails, but it should not be used for business communications. If you have an informal email address, create a second account for professional use. For easier identification, you should consider using your first and last name, such as sarahhenrickson@hotmail.com.
• ALL CAPS and all lowercase: Writing in ALL CAPS makes it look like you are SHOUTING AT THE READER! At the same time, writing in all lowercase can look unprofessional and distract from the message. Use traditional grammar rules when it comes to which words you should capitalize and which should be lowercase.
• Slang and acronyms: While fine among friends, slang and acronyms should be avoided in formal business communications. In addition to looking casual, they can also be confusing and lead to miscommunications.
• Using Reply All: Only use your email’s Reply All or Reply to All function when your message is relevant to all of the recipients. When only the original sender needs to see your reply, simply hit Reply. When a select few should be recipients, hit Reply and then manually enter the other email addresses. This will help keep your communications more concise and avoid embarrassing accidental deliveries.
• Forwarding messages: Never forward a message without a personal note regarding what it is and why you are sending it. With the prevalence of computer viruses today, many people are reluctant to receive forwards and open attachments. Explaining your reasons can help to put them at ease. Also, it can be perceived as rude by some to receive a non-personalized forward.
• Confirm email delivery: Because emails sometimes get lost or end up in a spam folder, it is courteous to send a quick note to the sender acknowledging receipt. Even when you are planning to reply more fully later, a confirmation email is a good idea.
• Proofread your message: Always take the time to proof your message before pressing Send. Most email providers offer a spell checking feature, but don’t rely solely on that. Correct all spelling and grammar errors, ensuring that your message is readable and reflects your professionalism.