You Talkin' to Me? 7 No-no's for Business Email
Thursday, June 27, 2013
Posted by: Phillip Steward, Owner, AnointedAds.com
Here are 7 practices to avoid for business email:
Never use gmail, yahoo, hotmail etc
Do you want the quickest way to have your email filed in the trash? Send it
from a free email provider to a professional business person. Business is
simple. It is all about making money. If you can't afford $2.99/month for a
professional email address, one of today's most vital communication resources,
then people with money won't see you as professional. Get a real email
address!! If you need help check out www.yourtotalwebsite.com
and they'll hook you up. Besides, there are other pitfalls to using free email
providers, such as security (Yahoo - http://finance.yahoo.com/news/yahoo-confirms-theft-450-000-users-passwords-182147150--finance.html)
and privacy (Google - https://support.google.com/mail/answer/6603?hl=en).
2 – Consistency is key
Now that you have your own professional email (from step 1) let's not go
overboard. Your email should mirror your site if your website is finefurs.com
your email should be something like firstname.lastname@example.org.
One thing to remember is consistency. You definitely want to establish your
relationship with one email address. Avoid sending messages from multiple
addresses like email@example.com, firstname.lastname@example.org, email@example.com. This is a nightmare
to manage and it also makes it tough for your clients to locate and/or group
your messages for easy retrieval when needed.
3 – This is business – nothing personal
Although your email is a very private thing that only one person generally
controls, you have the ability to spread your message to every single recipient
of your emails through your signature. This is not the place for personal
touches. Things like, spiritual references/scriptures, off-color jokes, links
to personal (non-business) social profile, advertising your side AVON link, etc.
are not the best addition to your message. Nor are they what you want your
clients to think about as they finish reading your message. Again business is
about making money, if you have to advertise a side business on every email you
must not be doing well enough to do your main company exclusively.
4 – Stay away from txt shorthand
TTYL, BRB, IJS, JJ, JK, LOL, IDK, OMG, ILY, <3, LMBO – can you
identify all these abbreviations? They all mean something on your cell phone
but in your inbox they can be Greek to your non-hip clients. Once you've
established a good relationship with your business clients you can occasionally
slip something in where it is applicable but the safe bet is to leave it out
5 – Save the alerts for real emergencies
Have you ever heard of the boy who cried wolf? It applies to email as well.
Messages sent on high-priority but are not time sensitive, will be opened right
away the first time. However any other time they will not and may even be
completely ignored. Send the message as you normally would but be sure to add a
"Call to Action”.
For example, "Do you
think this is a good plan of action?” or "Give us a call to review your
thoughts/feedback.” This will help ensure that they read the message and
respond. If you don't get a reply at least they will have an answer for you
when you call, since they probably saw your request for feedback in the
original message. Remember, if you abide by suitable email etiquette, your
messages will garner the proper attention.
6 – Oldie but a goodie – Curb your
Messages that go over the top with "!!!” exclamations or sections of ALL CAPS
wear on the patience of the reader. Try to hold back on all excitement, one or
maybe two exclamations should be all that is needed in a business email. To
show excitement, it is better to sparingly use other forms of passive emphasis
like bold or italics text. Including a link to a relevant online article or an
attached image/document are also good choices.
7 – Do not automatically include
recipients on your mailing list
How many emails do you receive each day, week, month? Some business pros get
hundreds. The last thing they may want is to be automatically included in your
list without the chance to opt-in. A good alternative to help gather more names
in your email list database would be to simply ask them to join. Perhaps they
do, in fact, want to receive your messages but haven't had a chance to join the
list online. Simply ask in a separate message if they'd like to be included.
You can provide a link to your signup page to make it easy for them to join.
It's a good practice to let them know how frequent the messages are sent out
and give them a good reason to opt-in, such as free giveaways or special
(609) 534 - 0ADS
to 55469 for Special Offers!!