By Genie Fletcher
The Internet age brought instantaneous communications with a more casual interaction than face-to-face or even telephone communications. However, an experienced finance industry recruiter warns of the hazards of this important tool, with misdirected communications, emails that are too personal in nature and thoughtless interactions can create misunderstandings and hard feelings. To prevent these problems, an etiquette protocol for business and professional email communications is needed. Implementing this etiquette on a daily basis will ensure that you preserve a professional attitude and make your communications both valued and welcomed.
Include A Clear Subject Line Message
Provide immediate information about what’s in the email so that the recipient can deal with it in a timely fashion. For example, if a meeting time has been changed, include that information directly in the subject line to avoid the communication being overlooked, which could lead to inconvenience. Because the subject line often influences whether a person decides to read the email immediately or put it off until a later time, your subject line message can be critical to time-sensitive information.
Only Use Professional Salutations
Regardless of how close your relationship with the recipient, business communications should always use a professional salutation. This choice not only ensures that your communication is sent to the correct party, it also preserves the professional tone of the communication, both immediately and in future records.
Be Sensitive To Cultural Differences
In many cultures, business and professional communications are given the highest levels of politeness and courtesy. Some cultures prefer a more personal interaction before getting down to business. Other cultures appreciate the direct approach. Ensure that you know your clients’ cultural contexts and tailor your email messages to their needs.
Reply To All Emails, Even Those That Weren’t Intended For You
If someone took the trouble to send an email to you, they deserve a reply, if even a simple one. Emails often go astray, and you may get one that isn’t directed to you. If this is the case, inform the person of their mistake in a polite and friendly manner.
Proofread Your Email Message Thoroughly
Ensure that grammatical and spelling errors are corrected. Double-check the meaning and ensure that the punctuation is appropriate to make your message clear. Take extra care when choosing a recipient from a list to avoid mistakes.
Never Send An Emotional Email
Situations can become tense and pressured. Avoid the impulse to send out an email that can be construed as angry, anxious or short-tempered. Take the time to fashion your response in the most professional manner possible. If you cannot reply in this manner immediately, wait until you can do so.
Double-Check Before Hitting “Reply To All”
More embarrassment has been caused by the “replay to all” button than any other facet of Internet communications. Thoroughly review the names on your list before sending any general communication to ensure that the recipient should get the message. If not, alter your send list to reflect the appropriate list of names.
The Internet offers a financial advisor a unique opportunity to stay in close contact with clients. Making the most of this powerful method of communication requires both skill and restraint.
Implementing proper email etiquette portrays professional attitude and makes communication valuable and respectful. Ready to make a move? If you are planning to buy an existing book of business or sell yours, we can help. Our finance industry recruiters are always ready to accommodate questions and applications. View the listing here: http://www.willis-consulting.com/