Email has become an important component of our business dealings. When dealing with people face to face it is crucial to have a strong professional presence, and it is equally important to have a strong virtual presence when sending emails. Remember that everything you send is a reflection of you and your professionalism.

Some points to remember;

* Spell the recipients name correctly. It is insulting to receive correspondence that has your name spelled incorrectly.
* Use the persons full name until you know them well. Also, don't take the liberty of shortening their names. For example: Robert isn't Bob, and Anthony isn't Tony.
* Don't say anything that you wouldn't want said on the front page of a newspaper. Emails are not confidential.
* Always include a subject line. The subject line tells the person what the email is about, and helps with filing and cross-referencing.
* Don't send jokes and chain letters.
* Don't forward someone's email without permission.
* When sending to a group use blind copy instead of CC. This is necessary to protect the privacy of the email addresses.
* Avoid sending large attachments. Large attachments can slow down or lock a mailbox.
* Use a signature. A signature should include your name, company, title, fax, phone, email address and website.
* Use spell check. Emails are business correspondence and shouldn't have typos.
* Reply to emails within 24 hours. Don't keep people waiting and wondering if you received their email.
* Set up auto responder when out of the office. The auto reply should tell them when you are back and who to contact when you are away. People then know when to expect a reply, and if it is urgent they will contact someone else in your office.

Pat Elke, Founding President of Advancing With Style is a leading authority and executive adviser in the areas of professional image, business and social etiquette, workplace civility, international business etiquette, and cultural awareness.

Since 1982 she has worked with over 600 corporations and delivered more than 1500 seminars worldwide. Clients range from Fortune 500 companies to government agencies, and from political leaders to financial CEO's.



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