In fact, how one responds to online email messages is important to their total business image. Handling email correspondence the right way will add to one's professional image while building a reputation as a responsive, attentive, business person.
SBA statistics report up to 75 percent of online business people lack skills in proper email etiquette. These business owners risk sending rude, offensive, annoying emails to potential clients. Here is what every business person needs to know about online business email etiquette.
Email Etiquette up Close
Post all contact information on your web page in plain view so all customers will be able to view it with out clicking through several pages. This is important if a customer has questions and wants to get in contact.
Proper Responses
Answer all customer email queries within 48 hours maximum. If the business owner fails to reply promptly many customers consider this very unprofessional business practice or just plain rude.
Never respond to angry, threatening email with more aggressive behavior. Most professional business people would probably delete the message and block the address with their email program. Or, simply let the aggressor have the last angry word. This will prompt an immediate end to the war of words.
Never send or respond to email messages in all CAPITALS. This is considered rude, and very unprofessional. In fact, all capitals LOOKS LIKE LOUD SCREAMING TO MOST RECIPIENTS!
Always spell check your messages before hitting the send button. Why risk a bunch of typo's turning off a potential client? Most email programs have a self contained spell check program. Always use it.
Inserting Affiliate Links
It is amazing how many online business owners will answer a customer's message with a dozen affiliate links attached to the bottom of the message. This aggressive marketing tactic is prone to backfire and annoy customers. Smart business people know how to use their affiliate links without annoying their customers. When answering the customer's question they work the affiliate link into the answer. For instance, if the customer asked for more information about a product, they simply add a link to the product so the receiver might learn more.
Promotional Messages
This happens far too frequently. A customer sends an email query to the business. The business owner responds with several dozen auto-responder messages promoting their products. Even products the sender did not request information about. Many business owners online see this as a great opportunity to bombard people with their promotions. This method often flops because the average receiver responds by blocking messages after a few unsolicited emails.
Customer Complaints
Handle customer complaints promptly. Have a system in place to answer email several times a day. Often, all that is necessary is a short reply with required information.
Signatures
Finally, use your signature line with care. Don't clutter your closing signature line with a dozen affiliate links. Most receivers find this promotion method annoying, spammy, and such methods only lessen your professional image.
Use the information here to keep your business email messages professional.
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