Email Etiquette: 7 fatal faux pas that could hurt you!
Published:Wednesday | May 25, 2011 | 12:00 AM
Glenford Smith, Career Writer
HOW MUCH do you really care about getting a job, making money, or advancing in your current career? Even if your answer is 'just a little', you cannot afford to make any of the following simple, but potentially costly email mistakes.
Reading this column will help you avoid losing a promotion or missing out on the chance for a job interview.
By becoming aware of these common errors, you'll also avoid inadvertently offending an important client, colleague or mentor who could help you in your career.
1. Neglecting basic formalities
When writing to people in a business context, address them as 'Dear Mr, Ms, or Mrs'. Take the extra effort to know the recipient's name instead of resorting to the highly impersonal 'Dear Sir/Madam'. Also, extend basic courtesies like 'hi' and 'thanks'.
Some persons have written to me asking for my help or advice and have simply jumped right into their request, never mind that I don't know them nor they me.
Personally, it doesn't matter, and it won't cost them since titles and such mean very little to me. If, however, you're communicating with a business prospect or a potential employer, this could hurt you big time.
As a rule, it is better to err on the side of formality rather than familiarity.
2. Confusing IM with formal email
Check this out: "Wud u luk @ my resme plz n giv me ur feedback." This is a composite using several of the instant messaging (IM) abbreviations I've seen in readers' emails to me.
IM and text messaging are all the craze, but never forget that a formal email is not an IM. Write it like you would a letter that you were going to send by postal mail.
3. Bad grammar and spelling
Please remember that the pronoun 'I' should be capitalised. Also, using commas, question marks and full stops are still accepted norms for formal communication, as is starting new sentences with uppercase letters.
IM shorthand like 'thnx', 'pls' and 'bcuz', or otherwise downright bad spelling and grammar, are unforgiveable in formal emails. You run the risk of being dismissed as unintelligent or unprofessional.
4. Long-windedness
Get straight to the point. Your reader will appreciate it by actually reading your email!
5. Forgetting the attachment
To avoid being perceived as careless or unprofessional in this regard, make your attachments before typing the email body.
6. Forwarding useless junk
Keep your business correspondences professional. Your client, boss or colleague may take offence at your attempt to waste his or time with some viral joke you think is hilarious.
You will also be sending the message that you have nothing better to do with your time at work than reading jokes and sending forwards.
7. Sending angry emails
I have four words for you: Never, ever do it!
You're likely to say things that may cost you money, friendships, or your job. If you must compose it, please hit 'draft', never 'send'. You'll be glad you did after you've calmed down.
Glenford Smith is a motivational speaker and success strategist.