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Using good business email etiquette

Email is an important part of modern business. However, it can be very easy to get sloppy when it comes to email etiquette. Here are some good tips to remember when sending emails in the workplace.

Customer case numbers

If you get any customer queries such as technical support issues, each email should be assigned a case number. This will make it so much easier for all lines of enquiry to be correlated and for employees to keep track of the case. Keeping this number on record and archiving the emails will you help you search for the information quickly and for the case to be resolved in a timely fashion.

Email signatures

Make sure that your corporate email signature is of a good quality and representative of your organization. Incorporate your company logo,  the title of the sender and appropriate  contact details as a bare minimum. We recommend that you include other items such as social media icons and marketing banners if they are appropriate.

If you aren’t sure how to embed a signature into an email, remember that there is dedicated software that can help you.

Attachments

Be wary of email attachments that you send. These can quickly clog up inboxes and take up a lot of storage on email servers. Remember that most people don’t usually want to receive a 25MB file.

An email archive is a great tool to use here as it takes the pressure off your server and stops network slowdown. This way, you don’t have to worry as much about the size of the files you send.

Forwarding messages

Before you forward a message to a colleague a client, step back and see how the forwarded email will look. A good place to start is the email subject line, which will now most likely be filled with “Fwd: Re: Re:”. The longer the chain of prefixes looks, the less likely the recipient will actually see what the email is actually about. Remember to include a quick note at the top of the email to summarize the conversation and why you are sending it on to the recipient.

Deleting emails

We would argue that the best practice when it comes to deleting an email is to not do it at all. Deleting an email can be a risky proposition as important information could be lost that may be needed in the future. With an email archiving solution in place, all email communications can be stored securely and safely.

With good email etiquette, you can increase your business productivity, enhance your brand reputation and improve internal storage processes.

It all comes down to having the right tools and the right attitude.