We all use email. However not everyone knows how to communicate with its help properly. Dealing with email presupposes taking into consideration all netiquette rules mentioned above plus some new ones.
Today I am going to give 5 important rules you should follow when sending email:
1. Answer your e-mail, answer all questions, and pre-empt further questions: Don't leave customers hanging. If they don't receive a response from you within a reasonable amount of time, they will likely take their business elsewhere. If you do not answer all the questions in the original email, you will receive further e-mails regarding the unanswered questions, which will not only waste your time and your customer’s time but also cause considerable frustration.
2. Reply within 24 hours: Get in the habit of replying immediately -- it is the polite thing to do, and the recipient will appreciate a prompt reply. If the email is complicated, just send an email back saying that you have received it and that you will get back to them.
3. Use proper structure & layout: Use short paragraphs and blank lines between each paragraph. When making points, number them or mark each point as separate to keep the overview.
4. Use the BCC (Blind Carbon Copy) field when sending bulk email: If you're sending email to a whole list of people, put their email addresses in the BCC field. That way, the privacy of the recipient is respected, and spammers cannot harvest the email addresses for their dastardly purposes.
5. Use templates for frequently used responses: Some questions you get over and over again. Save these texts as response templates and paste these into your message when you need them.
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