Are your email scaring your customers away ?

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Avoid an unprofessional email address

Employees should use their company email addresses in professional emails. Avoid personal email addresses with childish sounding names, such as “krazygurl” or “surferdude”. In the absence of a company email, an address including the individual’s name is essential. This will ensure that the recipient knows who the email is from, and will not confuse it with spam.


Use professional greetings

Avoid informal salutations such as “Hey guys” or “what’s up?” Even when the appropriate tone of the email is relaxed, or the subject is casual, professional diction is still essential. A simple “Hi,” followed by the individual’s name will suffice.


Avoid humor

Having a sense of humor may be an important quality to have, but a professional email is not the place to showcase one’s wit. Telling a joke is a straightforward breach of formality. Perhaps more importantly, text lacks vocal inflection, and it is therefore difficult to tell whether or not certain comments, which may sound innocuous in person, will sound offensive in an email.


Try to avoid exclamation points

Use of an exclamation points is not necessarily prohibited, but they ought to be used sparingly, if at all. If the sender chooses to use one, it is certainly important to use only one at the end of the sentence. Ending a sentence with multiple exclamation points may cause the recipient to think that the sender is immature or too emotionally excitable.


Make the subject line direct, clear and concise

A simple “Agent Meeting Changed” or “Question About Report” is more than enough. Be brief, clear and to the point. The subject line is one of the first things the recipient will see, and it is one of the first things they will take into consideration when determining whether or not to open an email. It is therefore important to make it clear to the recipient that the topic of the email is a business issue, and not spam.

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