E-mail Etiquette: It Can Make or Break You

As we approach graduation and the time comes to apply for jobs, send resumes and ask for references, e-mail etiquette could just be what will make or break your future.

This might sound extreme, but potential employers, teachers and/or business professionals looking to possibly hire you or give you a letter of recommendation may be deterred by poor e-mail writing.

Most e-mails are not written correctly. Mistakes can vary, from grammar to punctuation to salutation, but a poorly written e-mail always receives the same results: an equally poor impression.

Check out Brian Zafron’s The Art of E-mail-Writing And How It Can Make or Break Your Business, a nice refresher on e-mail writing and etiquette.

Here, I want to briefly remind you of some tips for writing proper e-mails. Zafron goes in to more detail in his post, so be sure to check it out for further clarification.

Content

1. Make your purpose clear: Say what you need to say in as little words as possible. There is no room for ambiguity in e-mail etiquette. Period.

2. Brand with a meaningful subject line: A straight-forward, explanatory subject line will almost guarantee the receiver reads your e-mail. Confusing, spam-like headers will most likely end up in the trash.

3. Pay attention to tone: E-mails establish relationships with potential employers, business partners, teachers, etc. so it is important to have a compatible tone. Shaky writing might translate into a shaky relationship.

Style

1. Engage people with your sentences: Make your sentences strong; use vivid verbs and concrete language that won’t leave a reader asking questions or feeling confused. Basically, write your e-mails as if you are turning it in to your PR Writing professor; think about how he/she would grade it as an assignment and adjust accordingly.

2. Vary sentence length: No run-ons. Short sentences are better than long ones; this will keep readers engaged.

3. Don’t be a pompous jerk: A potential employer won’t be impressed by your ability to use a thesaurus, so stick to words you already have in your vocabulary. An extensive vocabulary can be an asset (especially for us PR writers) but, overly wordy, unnatural vocabulary can take away from the quality of your message.

Form/Technicals

1. Brevity is key: There it is again. Nobody likes long e-mails. In general, people don’t like to read. So make your e-mail quick and to the point.

2. CC with moderation: Only carbon copy (cc) to parties who are directly in contact with the subject of the e-mail. When in doubt, blind carbon copy (bcc) to conceal the names and addresses of recipients.

3. Throw on your John Hancock: Your signature at the end of an e-mail, along with contact information, provides a great touch of professionalism.

One last tip from me: Consult your AP Style Book. This is especially important for us aspiring PR practitioners who will be sending e-mails to professional PR practitioners.

Like I said before, send out e-mails as if your PR Writing teacher will be editing it. Mind all of these tips and your electronic mail etiquette really could make your transition into the real world of public relations, not break it.