Often I come across projects where I have to scout for talent depending on my client’s project requirements. This would require me to initiate a contact via email and gauge the candidate. The resume mostly holds information on their academic and work related credentials. This is indeed useful to filter out those who are not “qualified” for the project (but then, I would never initiate a contact with someone who does not have requested skill set)
The actual test of professionalism comes after I see their very first response to my mail requesting their participation in a certain project. There is not much to say about those who dot care to reply. But, for those who reply back, the way in which they present themselves in the emails is a major determining aspect towards their participation in the said project.
As a virtual assistant myself, I completely understand that we never have a face-to-face session with the candidate. Emails are the only means of communication for official correspondences and online chat are scheduled after the short listed VA and the project are put in place.
We would not dare to attend a formal interview in pyjamas and slippers. Yet, not many consider that one need to maintain an air of dignity and decorum while communicating via email with clients and business associates.
Here are some basic email etiquettes that come handy for your business correspondences, If done right, they take very less time, but guarantee more profits in the long run.
- Respond within 24 hrs of receiving an email ( even if it says, ‘I will look into this, and let you know later.)
- Don’t use SMS-type texts in emails ( such as ur , c dat 2mrw etc). This is highly unprofessional
- Don’t write in CAPITALS , It appears to be screaming at the top of your voice
- Don’t overuse “Bold”, When used aptly, the message is conveyed in a more effective manner.
- If you have a series of queries, use the Numbered bullets / List. This will show how articulate you are with the matter being discussed.
- Don’t colour code the email message – unless “absolutely” necessary. Undue emphasis will only reflect badly on your perception of things.
- After composing a mail – “Read them again for spell check and grammer”. It may sound unimportant to you, but take it from someone who handles several emails a day, it is an important aspect when it comes to gauge how professional you are. This is almost seen akin to “body language” in a face-to-face interview
- Check for attachments if any. Shooting a second mail telling , “Oops, I forgot the attachment”, may go fine for the first time or so, but repetition is indeed a unprofessional behaviour
- Use an apt subject line and avoid “URGENT”, “IMPORTANT” for every mail you send. These are strong words and use them wisely.
- Be sure that Cc is used with complete understanding of who-needs-to-know-about-this. Else, this could backfire and it might be difficult to get out of a tough situation. Don’t leave someone out of the Cc thread deliberately just because you don’t like the person.
- Use BCc with discretion.
Your emails are seen as something similar to your body language in a facet-to-face interview, and remember, If you goof up with emails, you don’t have the excuse of “Lost in mail”. What has been done cannot be undone. Emails might be short and apt, but it is necessary that they address the issue in an equally apt manner.
Deepa, This is a very good post focusing on email etiquette. I enjoyed going through it. Though there’s nothing novel about the content, unless etiquette is practiced, it is worth repeating! Your blog is good. Keep up the good work!
Chaitanya
http://www.p2w2.com/blog
Hi chaitanya,
Welcome here,Yes indeed there is nothing new abt this, but i really puts me off when i see official correspondences in the sms style, or all jarry and jazzy, colourful etc.
Thanks for the appreciation!