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The Twelve Worst Business Email Etiquette MistakesEver

TheLeader on 12 Aug 2008 10:28 pm

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(Editors Note: This is a follow-up article to a post by TheManageron August 7, 2008 that detailedthe most common mistakes in emails. To read that post, follow this link.)

Proper Business Email Etiquette

If youre in business, its time you knew how to send an email. Just because you can open Outlookand click send doesnt mean youre qualified to use email as a business tool.

Though email was invented in the 1970s, our use of it as a business communications tool hasnever quite evolved. It seems that the streams of business emails received by the editors ofAskTheManager.com arent getting better with time.

Poor grammar, typos and everything in between have become an epidemic among

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businesspeople. Even when someone is smart enough to employ their spellchecker, its clear theydont understand the first thing about their audience.

The editors of AskTheManager.com argued endlessly, but finally created this list of the TwelveWorst Business Email Etiquette Mistakes Ever. (Perhaps we should have spent more time comingup with a better title for this post, though its important to note that we rejected some really terriblenames.)

In reverse order, here are the Twelve Worst Business Email Etiquette Mistakes Ever (to assist ourreaders, we provide links to the best business writing books, tools and resources availablethroughout this list):

12) Blind Copy The use of blind copy or bcc has, thankfully, been only a minor annoyance inbusiness email. Proper usage is limited to including a colleague in your own company on an emailto someone outside your company. Any other use is disingenuous, at best, and displays a veryclandestine intention. Managers should read between the lines when theyre blind copied on anemail whatever you do, dont reward the sender, and perhaps use this as a developmentopportunity.

The editors of AskTheManager.com examined 4,000 business emails received from individuals (wediscarded anything that was sent from an automated program), and we discovered we were blindcopied only 3 times, though we did receive a reply from someone who was blind copied on an emailwhere one of the editors was the primary recipient.

Holy crap, we thought. This idiot didnt realize he wasnt supposed to let the rest of us know that hewas blind copied.

It should go without saying, but dont ever, ever respond to an email on which you were just a bcc.If youre the sender, consider eliminating the bcc and simply forwarding the email (after its beensent) to those you intended to bcc. This way they can never expose you by replying to everyone on

the original email.

11) Spelling Weird, with virtually every single email program available providing a freespellchecker, that this would even make the list. Among the 4,000 emails we examined, we notedmisspelled words in 486 of them (thats 12%). TheManagers solution is to check the Help orOptions sections of your email program and set up automatic spellchecking. If that doesnt help,perhaps a dictionary might.

10) Grammar Of the 4,000 emails we examined, we counted grammatical errors in 544 of them.Thats almost 14%, and thats too high. Basically, 1 in every 7 emails we received in our businesslife contained some grammatical misstep.

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Theres only one solution for this and thats education. Buy a book, take a class or hire an editor,but do something to stop the onslaught of crap coming from your email program to your businesspartners. (We all thank you in advance.)

9) The Subject Line The editors have two issues with subject lines: first, include one; andsecond, write a subject line that makes sense. Believe it or not, we received 43 emails withoutsubject lines. While thats only 1%, we also received 605 emails with confusing, misleading orlazy subject lines. Combine these, and over 16% of the emails we examined did a poor job ofconveying the true intent of the message they were meant to describe.

A subject line should always be used. Silly to even have to write that, but with 1% of our emailsarriving without one, it must be stated.

Additionally, try to give some consideration to the recipient. For example, if the recipient works forABC Company, dont send them an email with only ABC Company in the subject line they knowthe name of their company! Do you want them to guess at the real subject of the email? How doyou expect them to file this email to refer to it later? Are you just a selfish person who wants toorganize your emails without regard to the recipient?

Its important to note that TheManager deletes email from unknown senders that contain onlyTheManagers company name in the subject line. Not because hes afraid of SPAM or viruses, hesjust a very particular SOB.

8) Attachment Sizes Rule number one for the novice email user: Email programs do not allowattachments of unlimited sizes. As crazy as that sounds, its true. Typical email programs limitattachments to around 6-8 MB, some less, some more. Even a companys own email servers willlimit the size of an email inbox, making it impossible to receive messages that have extremely largeattachments.

The largest attachment received in the 4,000 emails examined was 11 MB. Interestingly, it was a

PowerPoint document that consisted of only 15 pages. Why was it 11 MB in size? The senderdidnt know how to properly use PowerPoint and they didnt bother to compress the images in thedocument. Once the images were properly compressed, the file size was a manageable 1.3 MB.

The largest attachment the editors never received? Of course, we dont know what we didntreceive, but one sender did wonder why TheManager never responded to an email with anattachment. When he asked the attachment size, the sender replied sixty-two megabytes. Yikes!The worst part about an email of this size is that any sender dumb enough to think that a 62 MB filewill be received successfully, obviously has no idea on how to send something via ftp.

Its not just email programs that create limits on what someone can receive. All of the editors at

AskTheManager.com use wireless CDMA cards from cell phone providers on our laptops. Thesecards enable speeds about twice that of dial up, which means large attachments can literally crushyou when youre sitting at the airport trying to access email.

The editors all agreed, the largest email attachment anyone should send should be 4 MB, withanything larger being transmitted via ftp. If you thought ftp was a floral delivery company, check outthis link. For those of you who dont know how to compress images in documents, perhaps youwant to check out this link.
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Privacy

7) Email Quantity We all receive too many emails its a fact of business life in 2008. Our issueisnt really with the amount of diverse emails we receive, its with the few senders who dont knowhow to walk down the hall or pick up a phone.

Quick Tip: Not every communication needs to be documented in email.

Between these few email offenders and the dreaded email string that goes on forever, we are

running out of time to do any real work. The solution? File every email where you are not theprimary recipient without reading them, and resist the temptation to keep long email strings alive.

Interestingly, the longest string the editors found in the 4,000 emails examined for this article hadonly 41 messages included. Everyone predicted the winner would include somewhere closer to 100emails. Oh well, 41 still seems long to most people.

While were sure none of our readers have ever committed any of these egregious errors, we feltthey needed to be reported so that we can, collectively, destroy the offenders with ridicule.

These were the first six in the Twelve Worst Business Email Etiquette Mistakes Ever. Please followthis linkfor the Top Six.

(We think its important to note that there are resources to help you write better emails.Understanding how to use all of the features of Microsoft Outlook is a great first step. Outlook 2007For Dummies is the best Microsoft Outlook training and reference guide available.)

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One Response to The Twelve Worst Business Email Etiquette MistakesEver

1. TheManagers Top Ten Resume Tips for Leaders - Free Resume Tips for Out-of-Work Managers - Ask The Manageron 24 Feb 2009 at 10:39 am #

[...] Cover Letter Yes, you include one. Again, if youre applying for an entry-level gig, this is less important. The higher up you go, however, the more criticalit is to have a great cover letter. Use the same tips we delivered here for yourresume that you use for your cover letter. And just like that great resume, werecommend if you want a great cover letter you should invest a few bucks in agood book. Not surprisingly, we recommend Blocks 101 Best Cover Letters. Ifyour cover letter is included in the body of an email, please remember to avoidour common email typos detailed here. [...]

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