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Quick Tips for Professional

Business Communications

By: Christian “Chrissy” Dernbachwww.chrissybizsolutions.com

Business Emails The Right Way

Business emails are a staple part of doing business, working in an office, or sending and

requesting information. They should be easy to understand and professional

at all times.

Here are a few tips to help you communicate better in your business emails:

Emails are not private

Emails can be copy and pasted; printed and forwarded without your knowledge, so make sure you write accordingly.

Unfortunately, you cannot trust anyone to keep anything private anymore, and the Internet makes it easy for the world to see mistakes, so be careful.

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Tip #1Using ALL CAPITAL letters is never

appropriate

Using all capital letters in business emails is about as appropriate as walking into your bosses office unannounced and

yelling at him.

It does not matter what you are saying -- your delivery is off.

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Tip #2Steer away from “…” and exclamation

points.

Miscommunication waiting to happen

“…” signals that there is more to say or that you partially quoted someone, however many people use it in place of periods and commas.

Exclamation points communicate that you feel strongly about something – emphasizing it, or that you are raising your voice.

These are not usually meant in the way they are used and can be misunderstood.

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Tip #3Read it aloud and spellcheck

Quick yet effective ways to catch mistakes

Sometimes we need to quickly respond and in our haste, spelling errors are made; always spellcheck

You may also use words in a way that will give the wrong impression; reading it aloud will help you catch these mistakes.

Emails have no tone, so be clear as possible

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Tip #4Avoid smiley faces and other emoticons, as well as the color red

You may not mean what they

read• It’s best to stay away

from emoticons altogether in business emails, but if you have a close relationship with the reader where you feel it is appropriate, use it sparingly.

• Red should not be used unless necessary.

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Tip #5Keep it simple

Less is better• It is always best to be

as clear and concise as you can in professional emails. Most people skim over long messages and tend to misread or overlook things.

• Don’t use complicated terms unless necessary.

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