Amazines Free Article Archive
www.amazines.com - Tuesday, December 18, 2018
Read about the most recent changes and happenings at Amazines.com
Log into your account or register as a new author. Start submitting your articles right now!
Search our database for articles.
Subscribe to receive articles emailed straight to your email account. You may choose multiple categories.
View our newest articles submitted by our authors.
View our most top rated articles rated by our visitors.
* Please note that this is NOT the ARTICLE manager
Add a new EZINE, or manage your EZINE submission.
Add fresh, free web content to your site such as newest articles, web tools, and quotes with a single piece of code!
Home What's New? Submit/Manage Articles Latest Posts Top Rated Article Search
Google
Subscriptions Manage Ezines
CATEGORIES
 Article Archive
 Advertising (133273)
 Advice (160775)
 Affiliate Programs (34733)
 Art and Culture (73644)
 Automotive (145552)
 Blogs (75006)
 Boating (9841)
 Books (17129)
 Buddhism (4122)
 Business (1328036)
 Business News (426289)
 Business Opportunities (366242)
 Camping (10949)
 Career (72751)
 Christianity (15837)
 Collecting (11636)
 Communication (115049)
 Computers (241941)
 Construction (38971)
 Consumer (49646)
 Cooking (17058)
 Copywriting (6567)
 Crafts (18210)
 Cuisine (7535)
 Current Affairs (20373)
 Dating (45770)
 EBooks (19684)
 E-Commerce (48190)
 Education (185126)
 Electronics (83432)
 Email (6389)
 Entertainment (159789)
 Environment (28928)
 Ezine (3038)
 Ezine Publishing (5443)
 Ezine Sites (1552)
 Family & Parenting (110882)
 Fashion & Cosmetics (196374)
 Female Entrepreneurs (11840)
 Feng Shui (130)
 Finance & Investment (310216)
 Fitness (105827)
 Food & Beverages (62820)
 Free Web Resources (7936)
 Gambling (30211)
 Gardening (25064)
 Government (10517)
 Health (629057)
 Hinduism (2163)
 Hobbies (44026)
 Home Business (91542)
 Home Improvement (251226)
 Home Repair (46099)
 Humor (4806)
 Import - Export (5444)
 Insurance (45093)
 Interior Design (29541)
 International Property (3485)
 Internet (190953)
 Internet Marketing (146283)
 Investment (22822)
 Islam (1168)
 Judaism (1357)
 Law (80450)
 Link Popularity (4592)
 Manufacturing (20810)
 Marketing (98729)
 MLM (14136)
 Motivation (18211)
 Music (26997)
 New to the Internet (9475)
 Non-Profit Organizations (4048)
 Online Shopping (129604)
 Organizing (7797)
 Party Ideas (11854)
 Pets (38083)
 Poetry (2234)
 Press Release (12667)
 Public Speaking (5620)
 Publishing (7522)
 Quotes (2407)
 Real Estate (126602)
 Recreation & Leisure (95239)
 Relationships (87434)
 Research (16153)
 Sales (80293)
 Science & Technology (110126)
 Search Engines (23445)
 Self Improvement (153071)
 Seniors (6221)
 Sexuality (35939)
 Small Business (49277)
 Software (82921)
 Spiritual (23461)
 Sports (116459)
 Tax (7658)
 Telecommuting (34074)
 Travel & Tourism (306925)
 UK Property Investment (3117)
 Video Games (13420)
 Web Traffic (11723)
 Website Design (56785)
 Website Promotion (36556)
 World News (1000+)
 Writing (35758)
Author Spotlight
ANISH SAH

My Name is Anish Sah, I am an Internet Marketing and SEO Expert, Social Media Guru and young Entrepr...more
PHILIP MODY

A. BOOK PUBLISHED: Title of Book Publisher ISBN & Year Status of Publisher 1. Role of Ginger...more
ALFRED MEARS

Former English Teacher; Musician (20+ years); Freelance Writer ...more
MILECIA MCG

Hey there. I've been programming in some way, shape, or form for the past decade. My background is i...more
R JONES

Free Lance writer on a number of subjects. Retired from worldwide service in the US Marines, and ha...more


Reputation Management: What Your Emails Are REALLY Saying About You by Susan Friesen





Reputation Management: What Your Emails Are REALLY Saying About You by
Article Posted: 12/02/2015
Article Views: 605
Articles Written: 150
Word Count: 1600
Article Votes: 0
AddThis Social Bookmark Button

Reputation Management: What Your Emails Are REALLY Saying About You


 
Internet Marketing,Internet,Business Opportunities
15 Crucial Guidelines That Will Prevent You and Your Business From Looking Unprofessional

When embarking into the wonderful world of business, it’s a sad fact that you are instantly set up to be judged.

Prospective clients do it all the time – judge us for our service, the quality of our product, whether our prices are too high or too cheap… there’s a lot of judgement going on that can adversely affect our reputation for sure!

But one of those judgements, whether you realize it or not, is a by-product of our email correspondence.

Every day, we send emails to business associates, prospective clients, resources and clients. Have you ever taken a moment to really think about what your emails are saying about you?

More specifically, what unintentional impression are you giving the recipient?

Are you giving them ample opportunity to misjudge your intentions and even your personal and professional brand?

With every email you send out, you either make a favourable impression towards your overall business brand, or create a terrible impression towards your professionalism.

Some days I deal with hundreds of emails coming in and being sent out. That’s a lot of correspondence – and a lot of opportunity for judgement.

Sadly, with time being sparse and smart phone auto-correct, too often little details can be left out or inadvertently included that can suggest that you’re lazy, incompetent, inattentive, mistrustful, or unprofessional. Yikes.

Below lists 15 critical guidelines to keep in mind when sending emails to avoid looking unprofessional. Some may seem like a no-brainer, but it doesn’t hurt to have them serve as a reminder when you’re sending out your emails today:

1. Use Your Business Domain Email

Many times I receive an email from a business owner who uses a free email service like Gmail, Hotmail or Yahoo etc. If you’re one of these people, it’s time to change your emails to your business domain.

Free services like these give the impression you are not really a professional. Yes, using Gmail is handy but you can still use it by adding in your POP3 or IMAP email account for your business.

And ‘yourbusinessname@hotmail.com’ doesn’t count. If you want to be taken seriously, then take your business branding seriously too by using an email address such as ‘yourname@yourbusinessname.com’.

2. Check Your Spelling

Always double check your spelling before hitting the send button.

Keep in mind email spell checkers don’t know when you’ve used a correctly spelled, but incorrect word such as “their” instead of “there”. Also be aware of similarly spelled words such as “lose” and “loose”, which I find is commonly done.

3. Avoid Using Slang/Texting Jargon

It may be Ok for personal instant messaging, but not in a professional email. Using shortened text such as “this 1 is 4 u” is a definite no-no. Somehow this style of “English” has permeated from social media and text messaging to regular communications – stop doing that!

Another pet peeve of mine is the salutation – starting your email with “Hey there” is not going to provide a favourable impression on your professionalism.

4. Use Proper Grammar

Grammar is not just for picky English teachers. If your writing is grammatically incorrect, it has a much higher probability of being misinterpreted and misunderstood by the recipient. Often in this instance, mis-communicating is worse than not communicating at all.

5. Use a Signature Block

Do all of your emails contain a short, professional eSignature with your contact information? Don’t make people look in their address book if they want to call you.

Have your information automatically inserted in every message. Add in a brief, catchy sentence and of course, be sure to put your website address there too!

It’s important to note to make sure your eSignature looks professional and reflects your business brand accordingly. Glittery rainbows, funny cartoons and even inspirational quotes do not belong here. Each can send a very strong impression about you that you may not want to have happen.

6. Have a Useful Subject Line

Use the subject line to communicate useful information. Let the recipient know what the email is about so they can decide what to do with it.

Useless subjects, no subjects at all, or misleading ones can be really annoying.

Also avoid putting your entire message into the subject line. Yes, this happens. Please don’t!

7. Format for Ease of Reading

Writing large, impenetrable blocks of text in one long stream of consciousness paragraph is very hard to read in an email. Break up your prose so it’s easier to follow.

Along similar lines – make sure you don’t WRITE ALL IN CAPS or even all in lower case. Both show extreme unprofessionalism so use proper sentence case.

8. Keep Them a Reasonable Length

Emails should generally be short. Many people find it difficult to read long pages of text on their screen.

Often when too many details are shared much of the message is missed, which can lead to big misunderstandings in the long run.

9. Don’t Abuse the Urgent Indicator

Using the urgent indicator for clearly unimportant emails gives the appearance that you have no regard for the time and attention of the reader… or you suffer from a personality disorder that leaves you with delusions of self-importance.

Either way, it’s not a good impression to give so only use the urgent indicated for truly urgent emails.

10. Note the Attachment Size

Be careful of the size of attachments you send – anything over 1 Mb is TOO LARGE for those people who still get emails over the phone line. It also uses up a lot of data on smart phones.

If there’s no need for sending big files, don’t. If there is, find a way to reduce the size first, use a large-file sending service like Hightail or Dropbox, or let the person know in advance that you’re sending the large file so they can be prepared.

11. Lay Off the Read Receipt

Unless you are sending a very important contract or time-sensitive document, avoid using the read receipt feature.

Most people want to read their emails in private and don’t want to be made to feel you don’t trust them to read your emails.

The exception to this rule is if you fear your email is not being delivered to the intended person and you want to be assured they received it.

12. Proof-Read SLOWLY

Studies show that the human brain can easily “fill in the blanks” of a sentence or not register a double word like “the.” However, that doesn’t mean you have licence to take advantage of that!

When you proof-read your email, carefully read E V E R Y W O R D to make sure your sentence makes sense and isn’t missing anything.

13. Understand the difference between TO: CC: and BCC:

I find a lot of people aren’t sure when to use these fields in their emails. Here’s a rule of thumb to follow:

If you want a response from one or more people, put their email in the TO: If you are sending an email to more than one person, the people you are including just as an FYI go in the CC: field. This way they know they are not expected to respond. If you don’t want anyone to know that you are sending an email to someone else at the same time, that email address goes in the BCC: field. IMPORTANT: If you are sending an email to a bunch of people that don’t know each other – ALWAYS use the BCC field for ALL email addresses. It is a privacy violation and security risk if you share email addresses with other people in your contact list that don’t know each other.

14. Never send an email when you’re angry or upset

9 times out of 10 you’ll regret it the moment you hit the send button.

Someone got you pissed? Go ahead and write your emotionally charged letter but then walk away without sending it. Come back when you’ve cooled down and either send a re-written letter or better yet, pick up the phone and communicate that way.

There are times when email is simply NOT the best form of communication and the phone is always going to be better when a disagreement has formed, misunderstandings are happening, or emotions get charged.

15. Finally,remember that email does not include tone of voice or body language

The person reading your prose has only your words to work with.

It’s amazing how quickly those words can cause people to jump to the wrong conclusion, misinterpret your intentions and even worse, be offended by the attempt at humour that didn’t quite translate properly.

Your business relies a lot on its brand management and email correspondence is a huge part of how you communicate that brand to others.

By following these simple guidelines with every email you send out, you will be presenting yourself in a professional manner that will surely give a favourable impression to the recipient.

Can you think of any other things that annoy you about email? Write a comment below!

To your success, Susan

About the Author, Susan Friesen

10 Critical Questions You Must Ask to Get Maximum ResultsSusan Friesen is the founder of eVision Media, a boutique web development and Digital Marketing firm of over 15 years that specializes in designing, building and marketing professional, unique websites for entrepreneurs, businesses and organizations.

Visit www.ultimatewebsiteguide.ca and grab your FREE "Ultimate Guide to Improving Your Website's Profitability - 10 Critical Questions You Must Ask to Get Maximum Results".

Related Articles - Emails, Brand reputation, business marketing, emails and marketing,

Email this Article to a Friend!

Receive Articles like this one direct to your email box!
Subscribe for free today!

 Rate This Article  
Completely useless, should be removed from directory.
Minimal useful information.
Decent and informative.
Great article, very informative and helpful.
A 'Must Read'.

 

Do you Agree or Disagree? Have a Comment? POST IT!

 Reader Opinions 
Submit your comments and they will be posted here.
Make this comment or to the Author only:
Name:
Email:
*Your email will NOT be posted. This is for administrative purposes only.
Comments: *Your Comments WILL be posted to the AUTHOR ONLY if you select PRIVATE and to this PUBLIC PAGE if you select PUBLIC, so write accordingly.
 
Please enter the code in the image:



 Author Login 
LOGIN
Register for Author Account

 

Advertiser Login

 

ADVERTISE HERE NOW!
   Limited Time $60 Offer!
   90  Days-1.5 Million Views  

 

Great Paranormal Romance

World News


LAURA JEEVES

At LeadGenerators, we specialise in content-led Online Marketing Strategies for our clients in the t...more
STEPHEN BYE

Steve Bye is currently a fiction writer, who published his first novel, ‘Looking Forward Through The...more
STEVERT MCKENZIE

Stevert Mckenzie, Travel Enthusiast. ...more
GENE MYERS

Author of four books and two screenplays; frequent magazine contributor. I have four other books "in...more
SUSAN FRIESEN

Susan Friesen, founder of the award-winning web development and digital marketing firm eVision Media...more
NANETTE VICTORIA

Nanette Victoria Spiritual Coach and Intuitive Guide (over 27 years experience) Spiritual Ministe...more
MICHAEL BRESCIANI

Rev Bresciani is the author of two Christian books. One book is an important and concisely written b...more
JAVIER VBOIX

For the time being just a newbie in the Insurance Industry but a quick learner, soon-to-be expert Ja...more
SANDY FISCHEL

Sandy Fischel is the marketing director at And Above All YOGA, a wholly owned division of The Fische...more
CHRISTOPHER EVANS

Christopher is based in the U.K. and is the author and founder of Critical Eye. ...more

HomeLinksAbout UsContact UsTerms of UsePrivacy PolicyFAQResources
Copyright © 2018, All rights reserved.
Some pages may contain portions of text relating to certain topics obtained from wikipedia.org under the GNU FDL license