Email Etiquette - Evergreen Writing Services

Creating a Positive Impression with Email Communication

By: Valerie Weber Hamann

Addressing The Positive and Negative Aspects of Email Communication

Positive Aspect

The evolution of email technology has allowed us to have a faster, more efficient means to communicate with friends, family, and business associates. We use email to send cards, to comfort, to encourage, and to conduct business. There are many positive aspects regarding email communication, but there are also several negative aspects that need to be reviewed.

The positive aspect of email communication is that we are allowed to communicate at a quicker pace, thereby saving time. It provides a more convenient method to keep in touch with family, friends and business associates when we are limited on time and resources.

Another positive aspect of email communication is that it provides a message in writing as sometimes conversations can be misunderstood over the phone. Emailing business associates and clients leaves for a better understanding in relation to conducting business and having agreements in writing is a good way to conduct business.

Negative Aspect

The negative aspect of email communication is that we are not able to see the reaction of the person to what we have written. How we wrote the message may be quite different in how it is interpreted. What may have intended as a positive message could have turned to a negative if the wrong words are used, or a message was wrote out of context.

When we send a message, should we presume that we are entitled to response?

Unfortunately email communication is not the most reliable means of communicating at times. Personally, I have sent several messages that were not received by the intended party. I prefer to complete a follow-up call within four to five days if the message was not returned to me just to make sure they received my communication. I try not to solely rely on email as the only means to communicate just for this reason.

Know Those with Whom You are Trying to Communicate

How many times have you received a humorous email, but it was somewhat offensive? Not knowing a person’s stance on certain issues dealing with politics, religious preference, or sexual orientation is being very presumptuous so sending these types of emails should be avoided.

If you constantly receive emails from jokesters, I think you have one of two options in how to deal with this issue … Either do not respond, or kindly mention that you have been receiving so many emails and wish to eliminate jokes from your inbox for fear of viruses. Hopefully the sender will kindly get the message and stop.

Some Messages are Best Communicated in Person, On the Phone, Or Not at All

When I say that some things are best communicated in person, on the phone, or not at all … I am suggesting that back and forth email feuding or squabbling should be avoided.

** Never respond to scathing emails about you or your company. What you put in writing is permanent and reflects poorly on your professionalism. Any person who chooses to slander a person or a company in writing may face serious consequences both professionally, personally, and legally.

Responding back to accusations reflects poorly upon you as well as the instigator. Do not get caught up in what others say or accuse you of. If you do your job, and do it well … you will have nothing to be overly concerned about.

What Color is Your Mood?

Email communication can be a wonderful means to communicate thoughts and feelings. You have a choice to select colors and fonts to brighten up your messages, and to demonstrate your mood with pictures and emoticons (smiley faces).

Color can enhance your message, and project professionalism, creativity, or both. When you are communicating with another person avoid flaming that person to make your point. Receiving BOLD RED messages makes a person wonder if that person is mostly agitated with you, or at the world. Think very carefully before you choose to flame someone.

If you are agitated or frustrated with a co-worker or associate, avoid using a bold red email to make your point. Most likely, it will come across rude, and will demonstrate a case of bad manners. Remember, when you put your message in writing it is permanent … even if your mood is not.

A Positive Impression

The merit of sending a well-written message provides an opportunity to leave a positive impression about you and your business. Being cognizant of what we write is just as important as how we write. We should never take for granted that the other person will completely understand repeated mistakes or unkind messages.

I do not write this article because writing is a part of my profession … but that I have read a few poorly written email messages throughout my sales and marketing career. Some emails have called for good judgment in replying, and others required a non-response.

Most of what is written in this article is just plain common sense, but sometimes we need a few reminders regarding the positive and negative aspects of email communication. Being more conscientious in how we communicate will demonstrate an extended courtesy to others, and leave a positive impression about you and your business.

About the Author:

Valerie Weber Hamann is the Founder and President of Evergreen Writing Services, LLC. Valerie has accrued over 10 years of sales and marketing experience, and is a member of the American Marketing Association. Rread more insightful articles on sales, marketing, writing and marketing communications at http://www.evergreenwritingservices.com/marketing.html.