A blog post about email etiquette from a bunch of PR people could easily be summarized as follows: if we send one, please reply.
That’s because we use email constantly to send off crisp, thoughtful, illuminating PR pitches. Then we wait. And wait.
But that’s not the challenge we’re thinking about today. Rather, we’re reminding ourselves – and our readers – that email for business demands some respect. Think about it: you have numerous long, meaningful relationships with people you’ve never really met. Email may be your only connection (the addition of photos on gmail helps, right?).
Despite being professional communicators, we sometimes break the protocols. And we see plenty of others do it, too. That said it’s useful to remember the rules of the digital road. So we share them here:
- When first reaching out to a colleague or prospective client use Mr. or Ms. – no “Hey” or “What’s up!” (We know – we’re a bit more formal here in Charleston, SC – but starting there can’t hurt).
- Subject lines – make them clear and searchable/findable later.
- Caught in a forward/cc/reply all spiral? Start a new email when the subject matter changes.
- Respond in a timely manner. Even a simple “got it” helps. The sender just needs some feedback, and that cuts down on pestering follow-ups.
- Avoid text talk – think of emails as today’s version of the memo.
- Kill the emoticons – unless you are truly friends.
- Spell check is your friend!
- Get to the point. No one likes long drawn out emails. If it is borderline novel-length, pick up the phone or schedule a meeting.