Training your staff to write professional emails makes good business sense.

Overflowing inboxes is a common complaint among time-poor workers struggling to read their daily dose of electronic mail.

The key is to respect the fact that the person you are emailing is no doubt busy and fielding multiple requests for prompt replies from a broad array of sources each and every day.

Here are a few tips to business email etiquette that will increase the likelihood your email will not only be opened but also read and actioned in a timely manner.

Timing

• Avoid peak email-checking periods like Monday mornings
• Send non-urgent emails on Tuesday, Wednesdays and Thursdays

Attachments
• Beware virus-phobias
• Seek permission from reader first
Layout
• One point per paragraph
• Maximum 6 paragraphs
Subject line
• Use 10 words or less to capture the reader’s attention
• CAP main point
• Include your company’s name to make it easier to find archived emails
• Write last in order to focus main point
Language
• Imagine writing to a specific individual rather than group mail-out
• Writing style should match level of relationship with reader
• Use active speech; short and sharp writing
Signature
• Business logo
• Business tagline or quote
Back to GAPS from Business email etiquette.

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