Business Class

There’s a businessman I know who constantly sends out chain e-mails. (You know, the ones that promise you seven years of good luck if you forward the message to 12 of your closest friends within 60 seconds.) At first, it was cute. Now, however, more times than not, I delete the message as soon as I see it’s from him. His misuse of the e-mails has tattered his reputation with me and probably many others.

Minding your manners in today’s tech-savvy world can make or break a business deal and may have lasting impact on your professional reputation. Here are a few guidelines to follow when writing and sending electronic mail:

☛ Create an effective subject line and limit your conversations to that one subject. It will make it easier for follow up.
☛ Use uppercase and lowercase text. All caps makes it look like you’re shouting. All lowercase makes it look like you’re lazy or illiterate.
☛ Sign your messages. Every e-mail should have a professional signature with your name, title and contact information. This makes it easier for follow up.
☛ Use professional colors, fonts and type sizes appropriate for your business. If you’re the manager of a toy store, it’s fine to use colorful lettering.
☛ Never send an e-mail when you’re angry.
☛ Use spell check, and always read your message before sending it. Once it’s out there, it is out there. You really can’t “recall” the message 100 percent.
☛ Keep your messages short and sweet.  
☛ Be careful with attachments. Extremely large attachments may freeze the recipient’s mailbox.☛ And finally, don’t send chain e-mails. Especially to me: Delete.