Quirk Web Design, Auckland, New Zealand Portfolio | Services | Why Have a Website? | Articles | About Us | Contact
Check your grammar and spelling. If it's an important business email, you'll look like a ninny if you have poor spelling. Ask someone you trust to check it before hitting 'send'.

Email tone of 'voice'.

I'm going to say this once, and once only. Email is not SMS text messaging. Your written tone of voice in your business emails gives a lot of information about who you are, and people will make judgements on you, like it or not, on how you come across in email. A good email manner will make you sound professional, confident and trustworthy.

  • A good email tone of voice does not have to be formal. Decide which is most appropriate depending on how you would speak to that person on the phone. If 'Hi John' is appropriate, use it. Email tends to be slightly more casual than a letter, which is fine, don't slip into a tone of voice which is TOO casual though.
  • Always start your email with a standard greeting (Hi, Dear, Hello,) and sign your name at the bottom.
  • Check your grammar and spelling. If it's an important business email, you'll look like a ninny if you have poor spelling. Ask someone you trust to check it before hitting 'send'.
  • Don't use slang abbreviations like "thx" instead of "thanks" for business email. You can get away with this in personal emails, but for business emails it's a no-no.
  • Make use of your signature - this is the few lines of text at the bottom of an email. This might contain your company name, position, phone number, and of course, your website address! Don't make it any longer than 4 or 5
    lines.
  • Be sure to reply to your email promptly! I am constantly amazed at companies that email me a week later with a reply. Customers won't wait around. Try to respond the same day. Within an hour is even better.