In the midst of writing blog articles, emails or even a proposal for a project, it is very easy to get caught up in the act of writing. It’s even easier to get caught up in the emotions of writing, especially when emailing. For this reason, before you click send it is very important to follow a few rules, especially as a business owner.
In the heat of the moment, everyone wants to be heard. Sometimes you send an email because you want to get the final word. I can’t deny that I’m guilty of this. In the day-to-day operations of my business though it’s important to both me and my reputation to remain professional and dignified. How do I do this? By following a few rules:
1. Keep emotions and personal life away from your professional life. Does it impact your family’s bottom line when a client doesn’t pay? YES! However you should never tell a client, “You’re impacting my family vacation” or “I can’t pay my cell bill” because they are late on an invoice. Despite what is going on in your personal life, you will never gain the respect of your client(s) if you include your personal life dilemmas or emotional woes in your email. So, before you click send, make sure your email is professional and well composed. If you’re not sure, ask a friend or colleague to proofread it for you, or hold off on sending until you are sure.
2. Use spellcheck and proofread. We’ve all seen them mis-used: their vs. there; too vs. two vs. to; effect vs. affect; you’re vs. your. This rule is especially important to follow if your position has anything to do with copy writing. How confident will your client(s) be in your skills if your grammar and spelling skills are lacking?
3. Snuff out the anger. You may be enraged beyond belief and wanting to use every curse word imaginable however this type of anger will not help and could even hurt you. Why? First, it doesn’t show professionalism. Second, it doesn’t show self-control. Third, should you need to take your client to court for any reason you don’t want to be embarrassed by your poor behavior and language in an email. Last, you don’t want your client copying and pasting your words of anger anywhere on the internet.
4. CC or BCC. Should somebody else be aware of the email you are sending? Should you send yourself a copy for your records? (NOTE: It is in my opinion that you should keep a copy of EVERY email you send.)
5. Check your tone. If you capitalized a sentence, consider underlining or bolding so the words don’t come across as shouting or anger.
Are you looking for assistance sending emails or with maintaining your blog? Sutton Creative Studios is happy to assist with both services. Before you click send on your next email or blog article, contact us for more information about our social media marketing and virtual assistant services.
Kim Sutton is the Managing Partner and Chief Everything Officer of The Sutton Companies, including Sutton Strategic Solutions and Sutton Creative Studios. She is a graduate of The School of the Art Institute of Chicago where she earned her Bachelor’s Degree in Interior Architecture.
An avid reader and passionate learner, Kim is constantly researching, studying and developing business improvement strategies. When it comes to client work, Kim especially enjoys helping her clients develop innovative marketing strategies and sales funnels, particularly when they are using Infusionsoft to automate all the heavy lifting. To find out how you can further develop your company’s marketing and automation strategies schedule a 1-hour Business Boost Strategy Session by clicking here.
In her free-time, Kim cherishes the time she gets to spend with her husband, Dave (her business partner), and five children. She also enjoys reading, knitting, writing and playing video games.
Get a copy of Kim’s FREE guide, “10 Top Tools for Small Businesses” by clicking here.